Item F19 F.19
BOARD OF COUNTY COMMISSIONERS
County of Monroe Mayor Sylvia Murphy,District 5
The Florida.Keys l'U � � Mayor Pro Tern Danny Kolhage,District 1
�pw° Michelle Coldiron,District 2
Heather Carruthers,District 3
David Rice,District 4
County Commission Meeting
November 20, 2019
Agenda Item Number: F.19
Agenda Item Summary #6234
BULK ITEM: Yes DEPARTMENT: Employee Services
TIME APPROXIMATE: STAFF CONTACT: Natalie Maddox (305) 292-4450
9:00 am
AGENDA ITEM WORDING: Approval to advertise a Request for Proposals for a Benefits
Administration System to include electronic management of eligibility, enrollment, data file feeds to
carriers, compliance, reporting, and other related processes.
ITEM BACKGROUND: Approval to advertise a Request for Proposals (RFP) for a Benefits
Administration System.
For benefits plan year 2019, the Employee Services/Benefits department, via a small contract,
utilized ClearTrack HR, Inc. to design, implement and facilitate online open enrollment for all
Monroe County benefit-eligible active employees and retirees. This created an operational efficiency
and eliminated a manual process that generated upwards of 10,000 paper forms. Employee
Services/Benefits continues to use the ClearTrack HR benefits administration system to support open
enrollment, weekly data feeds to carriers, ACA Compliance, 1095 Data,payroll reporting, and all
daily benefit administration and activity. The use of advanced technology has enhanced the ability
of Employee Benefits to meet provider requirements, reporting and tracking, and provide enhanced
services to benefit-eligible employees and retirees. Through this RFP the department seeks to
solidify a long-term software/service agreement with a qualified vendor for the County's benefit
administration needs. This software/service is already budgeted for FY2020.
PREVIOUS RELEVANT BOCC ACTION: N/A
CONTRACT/AGREEMENT CHANGES:
n/a
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
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Benefits Administration Draft RFP 11 05 19 v2
FINANCIAL IMPACT:
Effective Date:
Expiration Date:
Total Dollar Value of Contract:
Total Cost to County:
Current Year Portion:
Budgeted:
Source of Funds:
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: If yes, amount:
Grant:
County Match:
Insurance Required: No insurance required for the RFP. However, when a contract is awarded,
the vendor will need to supply the insurance coverages listed in the RFP.
Additional Details:
11/20/19 502-08001 - GROUP INS ADMIN $60,000.00
Benefits Admin System
REVIEWED BY:
Natalie Maddox Completed 11/01/2019 2:01 PM
Bryan Cook Completed 11/01/2019 2:05 PM
Assistant County Administrator Christine Hurley Completed
11/05/2019 10:33 AM
Cynthia Hall Completed 11/05/2019 10:36 AM
Budget and Finance Completed 11/05/2019 10:42 AM
Maria Slavik Completed 11/05/2019 2:05 PM
Kathy Peters Completed 11/05/2019 2:05 PM
Board of County Commissioners Pending 11/20/2019 9:00 AM
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MON ROE COUNTY
a
REQUEST FOR PROPOSALS
FOR
Web based benefit administration
services including an on-line enrollmentCIO
system
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BOARD OF COUNTY COMMISSIONERS LO
Mayor Sylvia Murphy, District 5
Mayor Pro Tem, Danny Kolhage, District 1
Michelle Coldiron, District 2
Heather Carruthers, District 3
David Rice, District 4
DEADLINE FOR PROPOSALS: January 28, 2020 3.00 P.M.
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CIO
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a
TABLE OF CONTENTS
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OVERVIEW
INTRODUCTION/OVERVIEW 3
ADDENDA/UPDATES 3
BACKGROUND 4
SCOPE OF WORK 4-7
TECHNOLOGY 7-8
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INQUIRES/TIMELINE/PROPOSAL INSTRUCTIONS 9-10
EVALUATION 11-13 >
TABS I -VI 13-17
ATTACHMENTS >
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CONTACT INFORMATION 18 _
CERTIFICATION REGARDING DEBARMENT OR SUSPENSION 19 cv
CONDITION OF SUBMITTING PROPOSAL 20-21
CONTRACT STANDARD TERMS$CONDITIONS 22-30 era
QUESTIONNAIRE 31-41
PRICE PROPOSAL 42
Non-Collusion Affidavit 43
Drug-Free Workplace Form 44
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1. Introduction/Overview:
Monroe County Board of County Commissioners(MCBOCC)is requesting sealed
proposals for an outsourcing solution partner to provide web-based benefit
administration services for an employee online enrollment system for the
approximate 1,600 benefit eligible employees (of which approximately 200 are
retirees that will not have access to the system other than during open-enrollment).
Currently, Florida Blue provides medical services with EnvisionRx offering drug
coverage. Delta Dental is the dental provider and VSP provides vision coverage.
Minnesota Life is their life and AD&D carrier.
The contract resulting from this RFP will be for an initial term of 3 years with an
option to be extended for another two(2)one-year terms upon the completion
of the initial term(subject to agreement of the each party). IL
The projected fee for this project is approximately$3.00/PEPM. However,the
County may entertain a higher fee based on the scope of services.Reference
attachment D; Item 34
Current services are provided by ClearTrack HR.ClearTrack HR will perform O/E >
services for the 1/1/2020 Plan year.
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It is the intent that the new vendor shall be operational on or about April 1,2020.
The awarded vendor will be required to sign MCBOCC's BAA document.
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To be eligible to propose,Contractor must have a minimum of 3 years'experience <
providing on-line benefit enrollment services to governmental entities as well as
currently providing data feeds to the County's existing carriers. >
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Further details/requirements are outlined in the sections below. LO
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2. Addenda/Updates:
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Any and all addenda will be added to the RFP posting on the MCBOCC web site LL
at:www.monroecounty-fl.gov/current-contract-bid-and-rfi-opportunities
no later than January 3, 2020.
Interested vendors are encouraged to compare the updates they receive via email
to those posted on our RFP web page at: www.monroecounty-fl.gov/current-
contract-bid-and-rfi-opportunities to ensure they have not missed any updates.
Vendors will be presumed to have reviewed any addenda. A
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3. Backaround:
A. Description: MCBOCC is headquartered in Key West, Florida with area U)
offices in the middle and upper Keys. The County's employees and their
families stretch from Key Largo south to Key West. The approximately 1,400
employees are made up of County staff, plus several of the Constitutional
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Officers such as the County Clerk,the Sheriffs Office and the Tax Collector.
B. Benefits: U)
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1. Benefits for all the employees are managed by County Staff.The Staff is
charged with the responsibility to effect, monitor and manage the benefit
programs for employees of the County. U)
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2 Payroll for MCBOCC is administered by the Monroe County Clerk of
Courts. By Florida Constitution, the Clerk is the comptroller as well as
auditor for the County but is a separate constitutional officer. MCBOCC
has a centralized HRIS system, but works within various different payroll
systems used by the Constitutional Officers. The current benefits IL
enrollment system has no access to payroll. LL
a Eligibility and enrollment updates-The current system provides automated
carrier feeds—full population,weekly. 2
4. Florida Blue is the carrier for health coverage—the County sends a feed
to them for medical enrollments and contributions on a weekly basis.
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5. Pharmacy Benefits are provided by EnvisionRx.
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6. Dental and Vision are provided by Delta Dental and VSP respectively. CL
7. Benefit plans are effective January 151-open enrollment occurs mid- C14
October to mid-November.
8. Descriptions of the County's benefit plans are available on the County's `O
website at: https://www.monroecounty-fl.gov/88/Employee-Services
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4. Scope of Work: MCBOCC seeks a solution with the following features and benefits LL
that meet our budgetary requirements.
A. A web-based benefit enrollment system that will interface with our HR
system for eligibility, enrollment and premium calculation and collection.
The intent will be to feed the basic eligibility from our HR system(MCBOCC
staff) to the other payroll systems where applicable. Once loaded, the
employee will be provided secured access via a web site and/or mobile app U)
to access their data, and through an interactive educational format and
make informed decisions electing their benefits. The system will calculate
and instruct the employee on their elections and the cost of the elections
per pay-period. Employees are paid every two weeks in arrears with U)
staggered pay-periods for the different agencies, so essentially payroll is
running every week.Once elections are confirmed,the system will generate
the appropriate files to MCBOCC and each of the Constitutional Officers'
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systems that will allow for proper employee payroll deductions.
B. Ability to house all plan summaries and required administrative forms such as 2
EOI and others.
C. Robust system to support future benefit modifications as well as changes in
reporting.
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D. Ability to process a post-tax surcharge for members who do not complete
the Health Risk Assessment,through processing the HRA file.
E. Ability to add a tobacco surcharge when employees select"yes"to smoking.
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F. Ability to calculate imputed income when applicable.
G. An online centralized eligibility and enrollment system/database to support
open enrollment, new hire enrollment, life event changes,terminations and
transfers.
H. Eligibility data interfaces to carriers and/or other service providers.
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I. Demographic updates from the County's internal payroll system (Client y
Payroll System)on at least a weekly basis. Ability to generate reports on
over-age dependents. CL
J. Payroll deductions reporting and/or files -from the enrollment system to �
the MCBOCC payroll system and multiple separate payroll systems from
the Constitutional officers.
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K. Billing and financial reporting, including reporting to support premium bill
reconciliation against carrier list bill, and reporting to create self-bills by IL
payroll location. LL
L. General ledger/ location billing reporting, including reporting to support
client corporate billing at the aggregator and location (divisions)levels
M. Employee call center services, including benefit enrollment
support-During open enrollment only
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N. Provide and operate in a secure technical environment that
ensures protection of MCBOCC's member data.
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O. A high level of customer service to all entities.
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P. Strategic guidance on benefits administration best practices.
Q. Administrative efficiencies and ability to archive and retrieve data long term. 2
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R. Pro-active issue management processes.
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S. Thoroughly documented and updated policies and procedures when needed.
T. Easy and efficient methods of enrollment.
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U. Timely and accurate transaction processing backed up by an industry IL
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standard service level agreement.
V. Easy access to data for reporting and analysis purposes. It is 0
understood that the MCBOCC owns and will have access to all data 2
within the system.
W. Adherence to industry standard best practices.
X. Adherence to applicable regulations... HIPAA, etc. >
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B. Optional Services(price accordinalv):
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1. Employee call center services, including benefit enrollment support—year >
round access
2. Direct billing services for employees on leave of absence and/or COBRA. `p
3. Verification services -evidence of insurability (EOI)for life and disability
insurance. IL
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4. Dependent verification audits.
5. Verification services -dependents and life event changes (including other
coverage requests from carriers).
6. Voluntary benefits enrollment feature.
7. Paper fulfillment services — highly customized by eligibility groups
including:
a. Production and mailing of personalized worksheets (new hires & °
open enrollment)
b. Production and mailing of personalized confirmation statements
(new hires, open enrollment&life event changes). U)
C. Training: The Proposer shall be responsible for developing and delivering a
training plan that provides training to all users and technical staff via such
methods such as, but not limited to,train the trainer,web-based,face to face,
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videos, online tutorials and quick reference guides.
D. Support: The Proposer shall provide comprehensive and timely help desk 2
support to MCBOCC management, users, and/or technical/support staff.
5. Technology: U)
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• Any proposed software, digital media, on-line service, or other product that
requires installation in,or interface with,the MCBOCC technology infrastructure
must be evaluated by the MCBOCC Technology Department and confirmed as
providing no risk to the infrastructure. Any cost of installation, connection,
interface, access, etc. with the MCBOCC technology infrastructure must be IL
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clearly defined and included in the proposal pricing.
• Contractors that expect to do business with MCBOCC providing off-site hosted
solutions must be able to support the following operating systems and browser
versions as minimums. Any exceptions to these minimums must be clearly 2
identified in the proposal:
• To support the minimum requirements of operation, the Contractor's product(s)
must be fully able to work within a 100Mb wire-based connection and an
802.11 b/g for minimum wireless bandwidth connectivity for the end use client. @
Contractors that have exceptions to these minimums must clearly identify the >
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minimum operating requirements of their product/solution in the proposal. L_
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• Wide area network connections for MCBOCC facilities are a minimum of 100
Mb metro-fiber with a shared internet egress capacity of 2 Gb for all MCBOCC `1
facilities. The current egress utilization is at a 40-50% subscription rate during >
regular business hours.
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• MCBOCC has adopted a Microsoft Operating System as a standard and server `O
version 2012 R2 and Microsoft SQL Database 2014 SP3 as a minimum platform
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of operation. Contractors with solutions that operate outside of these standard
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operating environments must fully identify the OS, Database and minimum LL
hardware platform requirements to support their product. Further, for any web-
based platform proposed that utilizes a web server engine other than Microsoft
IIS, the same clarification must be provided to identify the solution being
proposed.
• MCBOCC operates a Nutanix HCI solution utilizing AHV (Acropolis) as our
hypervisor software, MCBOCC will convert any KVM based virtual machine
provided into our required AHV format. 2
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• On premise server solutions are not preferred but if proposed the Contractor will
provide an expected hardware architecture to support the operation of their
solution based on the identified user base that will be utilizing the solution. This
will include servers (specifications and counts per type),all associated licenses
required for the solution (including any client-side licensing models and/or third
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party licensing requirements), and expected storage capacity to retain data for
five full years of operations.
Whether hosted on premise or off-premise, the Contractor must clearly 2
identify the support options as they relate to time of day, days of week,
and holiday availability, and entry level options based on any tier-ing
(e.g. Support level 1 begins at normal entry level support during normal
business hours, Support level 2 offers second tier support entry level and U)
24 hour support, etc.)
Software Specifications:
Category Minimum Specification 0
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Operating System Windows 10
Office Productivity Microsoft Office 2016, Microsoft Office 365 ProPlus
Web Browser Internet Explorer 11, Chrome 75.0.3770
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JAVA JRE 8 Update 211
Microsoft NET 4.6
.NET Silverlight version 5
Framework
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• For on premise solutions, MCBOCC has adopted a Microsoft Operating System CL
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as a standard and server version 2008r2 and Microsoft SQL Database 2008R2
as a minimum platform of operation. MCBOCC has adopted and prefers to
operate within Microsoft Server 2012R2 and Microsoft SQL Database v.2012 y
SP2.Contractors with solutions that operate outside of these standard operating
environments must fully identify the OS, Database and minimum hardware LO
platform requirements to support their product. Further, for any web based
platform proposed that utilizes a web server engine other than Microsoft IIS,the
same clarification must be provided to identify the solution being proposed. IL
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• MCBOCC operates an EqualLogic SAN and will expect the solution proposed
to utilize a data storage model,where necessary, on that platform. Exceptions
to interactions with this storage platform must be fully identified in the proposal.
• If user load balancing is required, MCBOCC Operates an F5 unit to carry
out these functions. Should a Contractor not be able to operate utilizing
that platform,the exception must be clarified in the proposal.
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6. Inquiries:
All questions concerning this RFP must be submitted by no later than 3:00 EST on
December 19, 2019. Direct all questions via email to: maddox-
natalie _monroecounty-fl.gov
Include the RFP number, page, and paragraph number for each question.
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The only official answer to questions submitted will be provided in writing by the
County and posted as an Addendum to this RFP.
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7. Source Selection and Contract Award:
• Award(s), if made, will be made to the Responsive and Responsible Vendor(s) ()
whose proposal is most advantageous to MCBOCC, taking into consideration
price and the other evaluation criteria set forth in this RFP (see section 10).
MCBOCC will not use any other factors or criteria, other than those listed in
section 10, in the evaluation of proposals received.
• MCBOCC reserves the right to negotiate price and contract terms and
conditions with the most qualified firm(s)to provide the requested service. If a IL
mutually beneficial agreement with the highest ranked firm is not reached,
MCBOCC reserves the right to enter into contract negotiations with the next
highest ranked firm and continue this process until an agreement is reached.
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• An award of contract does not guarantee any volume or dollar amount of
purchase.
• MCBOCC reserves the right to extend the terms, conditions, and prices of
contract(s) awarded from this RFP to other Institutions (such as State, Local
and/or Public Agencies)who express an interest in participating in any contract >
that results from this RFP. Each of the piggyback institutions will issue their own
purchasing documents for purchasing of the goods/services; Proposer agrees CL
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that MCBOCC shall bear no responsibility or liability for any agreements
between Proposer and the other Institution(s)who desire to exercise this option. cv`14
8. Projected Timetable:
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The following projected timetable should be used as a working guide for planning
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purposes. MCBOCC reserves the right to adjust this timetable as required during
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the course of the RFP process. IL
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Event Date
RFP Issued 1 1/26/2019 Commented[JR2]:Need to adjust dates base(
Deadline for submittal of questions 12/19/2019 3:OOp.m. EST release date
Deadline for issuance of Addenda 01/03/2020
Proposals Due 01/28/2020 3:00 p.m. EST
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9. General criteria to determine "Responsible" RFP vendor:
• Does the proposal include all required information, including completed
Attachment forms and affidavits?
• Was the proposal delivered on or before the stated deadline? Did it include
the requested number of copies(hard &electronic)?
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Does the proposer take significant exceptions to the MCBOCC standard
contract terms?
• Does the Vendor demonstrate its understanding of MCBOCC's needs and °
proposed approach to the project?
• Does the Vendor possess the ability, capacity, skill, and financial resources to
provide the service? U)
• Can the respondent take upon itself the responsibilities set forth in the RFP
(and resultant contract)and produce the required outcomes in a timely fashion?
• Does the Vendor have the character, integrity, reputation, judgment,
experience, and efficiency required for the project?
• Does the Vendor propose to perform the work at a competitive and reasonable IL
price?
10. Instructions for Proposal:
A. Compliance with the RFP 2
Proposals must be in strict compliance with this Request for Proposals. Failure 0
to comply with all provisions of the RFP may result in disqualification.
B. Required Forms
Vendor must complete and submit Attachment A (Contact Information),
Attachment B(Certification Regarding Debarment or Suspension),Attachment y
C(Condition of Submitting Proposal),Attachment G(Non-Collusion Form),and
Attachment H (Drug Free Workplace Form)with the Proposal. 91
C. Acknowledgment of Insurance Requirements
By submitting a proposal, Vendor acknowledges that it has read and >
understands the insurance requirements for the proposal (see Attachment D,
section 15). Vendor also understands that the evidence of required insurance ep
must be submitted within fifteen (15) working days following notification of its
offer being accepted; otherwise, MCBOCC may rescind its acceptance of the
Vendor's proposal. IL
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D. Delivery of Proposals
• All proposals are to be delivered by mail, overnight mail, or in-person
delivery before 3:00 p.m. EST on 01/28/2020 to: Commented[H3]:Date will change
Monroe County Purchasing
Department
1100 Simonton Street,Suite 2-213 2
a
Key West, FL. 33040
MCBOCC WILL NOT accept any proposals received after the date and
time shown above, or delivered to a location other than the one listed
above. MCBOCC will not accept proposals by e-mail or fax.
Late or incorrectly delivered proposals will be returned at Vendor's
expense or destroyed after 30 days, at the MCBOCC's election.
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• Proposers must submit one (1) original, and six (6) exact duplicate,
numbered copies of the proposal and one(1) un-locked electronic copy 2
of the complete proposal, including all required attachments, on a
standard USB flash drive. It is not necessary to submit each proposal in
a separate envelope.
• All proposals must be submitted in a sealed envelope. On the outside,
list the RFP Number on the outside of the box or envelope, the name of
the Proposer, and note, "RFP Benefits Administration enclosed".
• All proposals must be signed by an officer or employee having authority
to legally bind the Respondent.Any manual corrections to the proposal
must be initialed. Respondents are required to carefully examine the IL
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RFPterms and to become thoroughly familiar with any and all conditions
and requirements that may in any manner affect the work to be
performed under the contract. No additional allowance will be made due
to lack of knowledge of these conditions. U)
• Proposals will be opened publicly in a manner to avoid public disclosure 0
of contents; only names of the Proposers will be read aloud.
• Unless by specific invitation, evaluation committee members, MCBOCC
elected officials and County staff (except the Purchasing Staff Contact
listed for this RFP) are not to be contacted prior to the MCBOCC's >
decision to approve or reject the recommendation presented to it by the
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evaluation committee. Failure to comply with this requirement may be CL
grounds for disqualification. Specifically, this NO-CONTACT PERIOD
shall commence on the initial date of posting of the Request for Proposals cy
and continue through and include the date the MCBOCC's makes its >
determination to approve or reject the final recommendations.
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E. Evaluation of Proposals(Procedure)
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MCBOCC will first examine proposals to reject those that are clearly non LL
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responsive to the stated requirements. Proposers who are determined to be
non-responsive will be notified of this determination.
An Evaluation Committee appointed by the MCBOCC Director of Employee
Services and will evaluate the proposals.. The Committee will score all
responsive and responsible proposals based upon the criteria detailed
herein. Upon completion of the initial scoring, the Committee may either
recommend award(s), or enter into a short-listing process with those 2
Vendors whose proposals are determined to be a competitive vendor.
• The evaluation process that follows the initial scoring may include, but not
be limited to, a series of requests to Vendors for clarifications, additional
discussions, presentations,amended proposals,contract negotiations, best
and final offers,and/or detailed reference checks.This process may involve
multiple short listing rounds for the purpose of achieving contracts that are
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in the best interests of MCBOCC as determined by the Committee.
Evaluation scores may be adjusted upward or downward during this step.
Subsequent scorings will be based on comparison of only the short listed 2
proposers.
• The MCBOCC Director of Purchasing reserves the right to withdraw this
RFP at any time for any reason and to issue such clarifications,
modifications, and/or amendments as he/she may deem appropriate.
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• Receipt of a proposal by the MCBOCC Purchasing Department, or a
submission of a proposal to the MCBOCC Purchasing Department, offers
no rights upon the Vendor nor obligates MCBOCC in any manner.
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• The Director of Purchasing reserves the right to waive minor irregularities
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in proposals, provided that such action is in the best interest of MCBOCC. LL
Any such waiver shall not modify any remaining RFP requirements or
excuse the Vendor from full compliance with the RFP specifications and
other contract requirements if the Vendor is awarded the Contract.
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F. Ambiguity, Conflict, or Other Errors in the RFP
If a proposer discovers any ambiguity, conflict, discrepancy, omission, or other
error in the RFP, the proposer shall immediately notify the MCBOCC
Purchasing Staff Contact for this RFP of such error in writing. Any resultant
modification(s)to the RFP will be made by written and published amendment y
to the RFP. Failure of the proposer to notify MCBOCC of any ambiguities,
conflicts, discrepancies, omissions, or other errors in the RFP, prior to 91
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submitting the proposal, shall be a waiver of the same and render them not
subject to later protest by the proposer.
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G. Proposals and Presentation Costs
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MCBOCC will not be liable in any way for any costs incurred by any Vendor in
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the preparation of its proposal in response to this RFP, nor for the presentation
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of its proposal and/or participation in any discussions or negotiations. IL
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H. Acceptance and Rejection of Proposals
MCBOCC is under no obligation to accept any Proposal and reserves the right
to accept or reject, in whole or in part,any or all proposals submitted.
I. Requests for Clarification of Proposals
Requests by the Evaluation Committee for clarification of proposals shall be 2
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distributed by the Purchasing Staff Contact in writing (or email).
J. Validity of Proposals U)
All proposals must be valid for a period of ninety (90) days from the proposal
due date.
K. Protests
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(Monroe County Purchasing Policy): Any Proposer who claims to be adversely
affected by the decision or intended decision to award a contract shall submit in
writing a notice of protest which must be received by the County within seventy-two A
(72)hours or three(3)business days,whichever is less,after the posting of the notice
of decision or intended decision on DemandStar. Failure to timely protest within the
times prescribed herein shall constitute a waiver of the ability to protest the award of
contract, unless it is determined that it is in the best interest of the County to do so. U)
A formal written protest may be submitted in writing and must be received by the
Monroe County Attorney's office seventy-two (72) hours or three(3) business days
prior to the Board of County Commissioners' meeting date in which the award of
contract by the BOCC will be heard. The only opportunity to protest claims is before
the BOCC at a designated public meeting in which the agenda item awarding the
contract is heard. In accordance with the Rules of Debate as set forth in the MCBOC IL
Administrative Procedures, the Proposer that filed the protest is responsible for LL
providing the Clerk with its name and residence prior to the agenda item to award the
contract being called in order to preserve its opportunity to be heard on this matter.
An individual has three (3) minutes to address the Commission and a person
representing an organization has five(5) minutes to address the Commission. The A
MCBOCC decision to award the contract is fine and at its sole discretion.
14. Evaluation Criteria:
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A. Response Format
The Proposal is to include a Table of Contents and sections for each Tab listed
below and should be organized in the order shown. Each section should be 91
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clearly labeled,with pages numbered. Failure of a proposer to include all listed
items may result in the rejection of the Proposal.
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B. Evaluation Criteria(Factors) >
Proposals will be scored and ranked by the Evaluation Committee based on
the criteria set forth below and an overall assessment of the "best value" to `p
the County.
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TAB I—Proposed Solution:
Total points available for this criterion =40
1. Please provide details of your firm's proposed solution to meet the requested
services as outlined in sections 1-5.
2. Please complete the questionnaire in Attachment E. U)
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TAB II— Company information, experience and
personnel:
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Total points available for this criterion = 15
1. The Proposer shall provide the followina company information:
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a. The nature and scope of the company's business.
b. The organizational structure of the firm and identify the number of employees A
in each group.
c. The location of company headquarters and the location of the site which would
serve MCBOCC. U)
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d. The number of years the firm has been licensed to do business.
e. The number of years the firm has been providing the services requested
through this RFP.
f. How long has your company been selling &supporting the proposed solution? IL
g. How many similarly sized or larger governmental clients do you have utilizing
your proposed solution?
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h. What percentage of your customer base is governmental?
i. Provide a comprehensive list of similarly sized clients that utilize the solution
as being proposed to MCBOCC; include the number of years the clients have
been utilizing the products.
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j. Please identify all firms that will provide services in conjunction with the 91
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performance of this agreement. <
k. In accordance with Section 2-347(h)of the Monroe County Code, the Proposer >
must provide the following information:
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(1)A list of the person's or entity's shareholders with five percent or more of the CD
stock or, if a general partnership, a list of the general partners; or, if a limited
liability company, a list of its members; or, if a solely owned proprietorship, IL
names(s)of owner(s);
(2)A list of the officers and directors of the entity;
(3)The number of years the person or entity has been operating and, if different,
the number of years it has been providing the services, goods, or construction
services called for in the bid specifications(include a list of similar projects);
(4) The number of years the person or entity has operated under its present
name and any prior names;
(5)Answers to the following questions regarding claims and suits: A
a
a. Has the person,principals,entity,or any entity previously owned,operated
or directed by any of its officers, major shareholders or directors, ever failed
to complete work or provide the goods for which it has contracted? If yes,
provide details;
b. Are there any judgments, claims, arbitration proceeding or suits pending
or outstanding against the person, principal of the entity, or entity, or any
entity previously owned,operated or directed by any of its officers,directors,
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or general partners? If yes, provide details;
c. Has the person, principal of the entity, entity, or any entity previously
owned, operated or directed by any of its officers, major shareholders or 2
directors,within the last five years, been a party to any lawsuit,arbitration,or
mediation with regard to a contract for services, goods or construction
services similar to those requested in the specifications with private or public
entities? If yes, provide details;
d. Has the person, principal of the entity, or any entity previously owned,
operated or directed by any of its officers, owners, partners, major
shareholders or directors, ever initiated litigation against the county or been
sued by the county in connection with a contract to provide services, goods
or construction services? If yes, provide details;
e. Whether, within the last five years, the owner, an officer, general partner, IL
LL
principal,controlling shareholder or major creditor of the person or entity was
an officer, director, general partner, principal, controlling shareholder or
major creditor of any other entity that failed to perform services or furnish
goods similar to those sought in the request for competitive solicitation;
f. Customer references(minimum of three), including name, current address
and current telephone number; >
g.Credit references(minimum of three),including name,current address and
current telephone number; and
h. Financial statements for the prior three years for the responding entity or
for any entity that is a subsidiary to the responding entity.
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Behind this Tab,the Proposer shall also attach the executed Non-Collusion Statement CL
(Attachment G to this RFP)and the Drug-Free Workplace Form (Attachment H to this
RFP). cy
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2. Company implementation Personnel:
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a. Describe the overall organization of the Proposer's proposed project
implementation team and management reporting structure and provide a IL
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staffing chart.
b. Identify each team member who will work on the implementation. What is the
role and percentage of involvement with this project of each member of the
team?Will they be involved in multiple implementations or only assigned to this
0
one? Describe their experience level particularly in relation to the proposed
solution.
2
c. Submit the bios or resumes of the proposed key personnel.
d. Are the members of the project team employees of the firm? If not, in what
capacity will they be working?
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e. Project Manager(s)Qualifications:
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• Proposer shall provide a detailed bio or resume for the assigned project
manager(s).
• Describe the Project Manager's recent experience in implementations of the 2
specific the proposed solution.
Tab III, Compensation/Price Data
Total points available for this criterion are 30 points.
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Attachment F to this RFP is the Cost Proposal template. All costs associated with the
Proposer's solution must be included in this section, including third party products,
solutions, and services. Proposer may use additional sheets as needed to clearly detail
the cost of their proposal.
IL
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• Assume all on-site training facilities to be provided by MCBOCC at one of our
campus locations.
• All travel expenses must follow the MCBOCC travel policy
• All prices must be free of all federal, state and local taxes unless otherwise
imposed by a government body and applicable to the materials on this RFP.
For services and goods that are applicable throughout the County, unless explicitly
0
stated otherwise in the final contract, Contractor is not guaranteed any specific quantity
of purchase during the contract term. Pricing provided in response to this RFP will apply
to any incremental quantity purchased, except in the case that responder quotes pricing
in a quantity-price type ofmatrix/table. 91
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Tab IV, Past Performance and References �
Total points available for this criterion are 10 points.
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• Provide three current and three terminated references for similar projects in size `O
and scope successfully completed by your firm within the last three years.
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• Information provided for each client shall include the following: LL
a) Client name, address, email, and current telephone number
b) Brief description of the project and services provided
c)Time period of the project or contract
d) Explanation of any significant variances to the project plan(cost, 2
schedule, etc.)
• MCBOCC may also consider other sources of pertinent past
performance information, including the County's own experience with U)
the proposer.
Failure to provide complete and accurate client information, as specified here,
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C
may result in the disqualification of your proposal and will be reflected in the
scoring.
2
Tab V. Exceptions to MCBOCC Standard Contract Terms
Total points available for this criterion are 5 points.
Attachment D to this RFP is the MCBOCC standard terms and conditions for
contracts. List any exceptions to the standard terms and conditions. Any
additional terms, or documents containing terms, that the Proposer submits 0
for inclusion in the final contract or as a requirement for MCBOCC to sign
prior to using or receiving Proposers goods or services,are to be listed as an
exception. Failure to disclose these at the time of submitting the Proposal is
CL
grounds for disqualification as non-responsive. If no exceptions are taken, LL
include a statement to that effect in the proposal. Exceptions,or additions,to
the standard terms, which MCBOCC considers non-negotiable, may be C
grounds for declaring your proposal as nonresponsive.
2
TAB VI—Finalist Solution Demonstrations and Review(if applicable,see note below).
Note: MCBOCC may or may not elect to have a solutions demonstration. This
decision will be made by MCBOCC after review of the scores in Tabs I-VI. If
not, award(s) will be based on the highest scores from Tabs I-VI only. If
demonstrations are requested, they will only be requested from the highest >
scoring vendors from Tabs I-VI (Total number to be determined by MCBOCC).
Demonstrations (if any) will take place at a site to be determined on the CL
CL
MCBOCC located in Key West, FL.
Total points available for this criterion will be 25 points. >
Proposers whom are considered finalist will have the opportunity to earn an
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additional 25 points to combine with those points earned in Tabs I-VI LO
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ATTACHMENT A
Contact Information
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Company's Legal Name:
Company's Official Address:
Federal ID Number:
Company Web Site(URL): LL
Primary contact during the proposal review process.
Name:
Address:
Phone number:
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E-mail address: >
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Contractor's contact person for contract administration
Name: C14
Address:
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Phone number:
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E-mail address:
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Contractor's agent or contact person for legal notifications
Company:
Name:
Address:
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Phone number:
E-mail address:
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ATTACHMENT B
Certification Regarding Debarment or Suspension °
In compliance with contracts and grants agreements applicable under the U.S. Federal
Awards Program, the following certification is required by all Proposers submitting a U)
proposal in response to this Request for Proposal:
11.The Proposer certifies, to the best of its knowledge and belief, that neither the
Proposer nor its Principals are suspended, debarred, proposed for debarment, or
declared ineligible for the award of contracts from the United States federal
government procurement or non-procurement programs, or are listed in the IL
LL
Excluded Parties List System in the System for Award Management (SAM) issued
by the General Services Administration.
2 Principals, for the purposes of this certification, means officers, directors, owners, �
partners, and persons having primary management or supervisory responsibilities
within a business entity(e.g., general manager, plant manager, head of asubsidiary, y
division, or business segment, and similar positions).
0
.The Proposer shall provide immediate written notice to the MCBOCC Director of
Purchasing if,at any time prior to award,the Proposer learns that this certification was y
erroneous when submitted or has become erroneous by reason of other
circumstances. CL
CL
4 This certification is a material representation of fact upon which reliance will be
placed when making the award. If it is later determined that the Proposer rendered an y
erroneous certification, in addition to other remedies available to MCBOCC's Director
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of Purchasing may terminate the contract resulting from this solicitation for default. LO
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Printed Name of Representative: IL
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Signature/Date: /
Company Name:
Address:
City/State/Zip: U)
.
SSN or EIN No:
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ATTACHMENT C
Condition of Submitting Proposal
The undersigned Proposer has carefully examined all instructions, requirements,
specifications,terms, and conditions of the RFP and Contract and certifies: U)
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1 It is a reputable company regularly engaged in providing goods and/or services
necessary to meet the requirements, specifications, terms, and conditions of the
RFP and Contract.
It has the necessary experience, knowledge, abilities, skills, and resources to
satisfactorily perform the requirements,specifications,terms, and conditions of the IL
LL
RFP and the Contract. Further, if awarded, Proposer agrees to perform the
requirements,specifications,terms, and conditions of the RFP and Contract.
All statements, information, and representations prepared and submitted in
response to the RFP are current, complete, true, and accurate. Proposer 2
acknowledges that Monroe County Board of County Commissioners' (MCBOCC)
will rely on such statements, information, and representations in selecting the
successful proposer(s).
0
4 That the prices quoted shall be MCBOCC's pricing for the product and/orservices for
the time stated in the RFP. >
0
5. It shall be bound by all statements, representations, warranties, and guarantees CL
C
made in its Proposal. CL
Proposer acknowledges that the Contract may be canceled at any time, if any C14
conflict of interest or appearance of a conflict of interest is discovered by MCBOCC, >
in its sole discretion. It-
/. All purchase orders must be duly authorized and executed by MCBOCC and subject `O
to the terms and condition of the RFP and Contract.
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❑ By checking this box, Proposer agrees that MCBOCC reserves the right to LL
extend the terms, conditions, and prices of this contract to other Institutions
(such as State, Local and/or Public Agencies) who express an interest in
participating in any contract that results from this RFP. Each of the piggyback
institutions will issue their own purchasing documents for the goods/services.
Proposer agrees that MCBOCC shall bear no responsibility or liability for any
agreements between Proposer and the other Institution(s) who desire to
exercise this option.
a
VENDOR LEGAL NAME:
AUTHORIZED SIGNATURE: DATE:
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PRINT NAME: TITLE: -
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ADDRESS: CITY,STATE,ZIP:
PHONE: EMAIL:
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ATTACHMENT D
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Contract Standard Terms &Conditions
1. Delivery and Installation.All deliveries of goods or performance of services shall be
made pursuant to a written purchase order issued by MCBOCC, which assumes no
liability for any goods delivered or services performed without such purchase order.
Goods defined in this Contract will be ordered and supplied on an as needed basis only.
Nothing in this Contract shall be construed as a minimum guarantee of goods to be
ordered from Contractor.
IL
2. Compensation. LL
MCBOCC will pay upon presentation of a proper invoice for non-construction services in
accordance with the Florida Local Government Prompt Payment Act, F.S.218.70 et seq.
2
Contractor shall submit a written report with invoice to MCBOCC each month setting
forth the services provided in the billing period. Such report shall include,but not limited
to, description of type of service, date, time and duration of service, agendas, sign-in
sheets, attendance rosters. Request for reimbursement of any costs or expenses
(including but not limited to travel expenses) must be accompanied by actual receipts.
MCBOCC will only reimburse for actual expenses(not,for example,overhead on top of
expenses). Payment of invoices may be withheld if documentation is not sufficient.
MCBOCC may request additional documentation or explanation regarding services at CL
CL
any time and Contractor shall respond to such requests promptly with such additional
information as MCBOCC may require. Failure to provide such additional information or
explain why it cannot be provided within thirty days of receipt of the request from y
MCBOCC may be cause for termination of this contract.
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3. Taxes. MCBOCC is exempt from sales and use taxes. Furthermore, Contractor LO
understands that it cannot claim exemption from taxes by virtue of any exemption that is
provided to MCBOCC.
IL
4. Warranty.
LL
a) Contractor warrants that for a period of one year from the date of delivery,the goods
provided, including software, shall be free of any defects that interfere with or
prohibit the use of the goods for the purposes for which they were obtained. Such
purposes are stated in the RFP.
b) During the warranty period, Contractor shall,at the sole option of MCBOCC, repair
or replace any defective goods, by written notice to the Contractor. U)
.
5. License.Contractor warrants and represents that it is the owner of or otherwise has the
right to and does hereby grant MCBOCC a license to use any software provided for the
purposes for which the software was obtained. Such purposes are set forth in
MCBOCC's RFP. U)
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6. Terms of Service.In the event of any conflict between the terms of this Contract and
the Contractor's standard Terms of Service ("TOS"), any terms posted on
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Contractor's website or application, or any terms for which a user is required to click
"accept"on-line in order to log in to Contractor's application,the terms of this Contract
shall control. 2
a
7. Coavriaht,Trademark,Service Mark.or Patent Infrinaement
a) Contractor shall,at its own expense,be entitled to and shall have the duty to defend
any suit which may be brought against MCBOCC to the extent that it is based on a U)
claim that the products or services furnished infringe upon a copyright, Trademark,
Service Mark, or patent. Contractor shall further indemnify and hold harmless
MCBOCC against any award of damages and costs made against MCBOCC by a
final judgment of a court of last resort in any such suit. MCBOCC shall provide
Contractor immediate notice in writing of the existence of such claim and full right
and opportunity to conduct the defense thereof, together with all available
information and reasonable cooperation, assistance and authority to enable
Contractor to do so. No costs or expenses shall be incurred for the account of
Contractor without its written consent. MCBOCC reserves the right to participate in
the defense of any such action. Contractor shall have the right to enter into
negotiations for and the right to effect settlement or compromise of any such action,
but no such settlement or compromise shall be binding upon MCBOCC unless
approved by the county's Legal Counsel.
b) If the products or services furnished under this contract are likely to,or do become,
the subject of such a claim of infringement, then without diminishing Contractor's
obligation to satisfy the final award, Contractor may at its option and expense: >
0
i) Procure for MCBOCC the right to continue using the products or services,or CL
CL
ii) Replace or modify the alleged infringing products or services with other equally
suitable products or services that are satisfactory to MCBOCC, so that they cy
become non-infringing,or >
C)
iii) Remove the products or discontinue the services and cancel any future
LO
charges pertaining thereto,provided,however,that Contractorwill not exercise
option b.iii., until Contractor and MCBOCC have determined that options b.i.
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and b.ii.are impractical.
c) Contractor shall have no liability to MCBOCC, however, if any such infringement or
claim thereof is based upon or arises outof:
i) The use of the products or services in combination with apparatus or devices
not supplied or else approved by Contractor,or
ii) The use of the products or services in a manner for which the products or
services were neither designated nor contemplated,or
2
iii) The claimed infringementin which MCBOCC has any director indirect interest
by license or otherwise,separate from that granted herein.
8. Termination for Breach.Should Contractor fail to fulfill in a timely and proper manner
its obligations under this contract or if it should violate any of the terms of this contract, U)
MCBOCC shall have the right to immediately terminate the contract. Such termination
shall not relieve Contractor of any liability to MCBOCC for damages sustained by virtue
of any breach by Contractor. Contractor shall be in default hereof if it becomes
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insolvent, makes an assignment for the benefit of its creditors,a receiver is appointed
or a petition in bankruptcy is filed with respect to Contractor and is not dismissed
within thirty(30)days. 2
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9. Termination for Funding. Any contract arising from this RFP is subject to annual
appropriation by MCBOCC. In the event MCBOCC,in its sole discretion,does not or
cannot obtain or continue the funding of this Contract from any source or sources at an
aggregate level sufficient to allow for payment for the Work, MCBOCC may exercise U)
one of the following alternatives: (1) terminate this Contract effective upon a date
specified in a Termination Notice; or (2) continue this Contract by reducing, through
written notice to Contractor, the amount of this Contract and the scope of work,
consistent with the nature, amount, and circumstances of the loss of funding. Any
termination or reduction of this Contract pursuant to this subsection shall not affect any
obligations or liabilities of either Party accruing prior to such termination or reduction. LL
MCBOCC shall not face any liability or penalty as a result of such termination or
reduction of this Contract.
10. Termination for Convenience. MCBOCC may terminate this Contract at any time
upon thirty(30)days written notice to Contractor. Contractor shall be paid in full for all 2
authorized expenditures and any goods or services satisfactorily provided through the
date of termination, but in no case shall MCBOCC be liable to Contractor for
compensation for any good or service which has not been rendered.A termination for
convenience shall not be a breach of this Contract by MCBOCC. The final decision as
to the amount, for which MCBOCC shall be liable, shall be determined by MCBOCC. @
Contractor shall not have any right to any actual general, special, consequential, >
incidental, or any other damages whatsoever of any description or amount for
91
MCBOCC's exercise of its right to terminate for convenience. CL
11. Compliance with Laws.Contractor agrees to comply with any applicable federal,state
and local laws and regulations. C14
12. Maintenance of Records. Contractor shall maintain documentation for all charges
against MCBOCC. The books, records, and documents of Contractor, insofar as they LO
relate to work performed or money received under the contract,shall be maintained for
a period of five(5) full years from the date of final payment and will be subject to audit,
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at any reasonable time and upon reasonable notice by MCBOCC or its duly appointed
LL
representatives. The records shall be maintained in accordance with generally accepted
accounting principles. If an auditor employed by the County or Clerk of Courts
determines that monies paid to the Company pursuant to this Agreement were spent for
purposes not authorized by this Agreement, the Contractor shall repay the monies
together with interest calculated pursuant to F.S.55.03,running from the date the monies
were paid to the Contractor.
13. MCBOCC Property. Any MCBOCC property,including but not limited to books,records U)
and equipment,that is in Contractor's possession shall be maintained by Contractor in
good condition and repair, and shall be returned to MCBOCC by Contractor upon
termination of the contract.All goods, documents, records,and other work product and
property produced during the performance of this contract are deemed to be MCBOCC U)
property.
14. Partnership/Joint Venture. Nothing herein shall in any way be construed or intended
to create a partnership or joint venture between the parties or to create the relationship
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of principal and agent between or among any of the parties. None of the parties hereto
shall hold itself out in a manner contrary to the terms of this paragraph. No party shall
become liable for any representation,act or omission of any other party contrary to the 2
terms of this paragraph.
15. Insurance. During the term of this Contract,Contractor shall maintain comprehensive
coverages including:
U)
Coverage Limits Form#
Workers' Statutory
Compensation
$500,000 bodily injury by
accident WC2
Employers $500,000 bodily injury by LL
Liability disease, policy limits
$500,000 bodily injury by
disease, ea. Employee
Commercial $500,000 combined single
General Liability limit GL2
Vehicle Liability $300,000 combined single VL2
limit
C ber Liability $1,000,000 CL1
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The MCBOCC shall be included as an additional insured on the comprehensive I-
CL
general liability policy. Commercial general liability shall apply as primary insurance CL
with respect to any other insurance or self-insurance programs afforded to MCBOCC. <
There shall be no endorsement or modification to make insurance excess over other cv
available insurance. Contractor shall maintain workers' compensation insurance with >
statutory limits as required by the State of Florida or other applicable laws and
employers' liability insurance with limits of not less than five hundred thousand `O
dollars ($500,000). A certificate of insurance, in a form satisfactory to MCBOCC,
evidencing said coverage shall be provided to MCBOCC prior to commencement of
performance of this Contract. All certificates of insurance for general, automobile, LL
commercial umbrella and cyber liability policies shall name MCBOCC as an additional
insured in addition to certificate holder.
Throughout the term of this Contract, Contractor shall provide an updated
certificate of insurance upon expiration of the current certificate.
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16. Indemnification and Hold Harmless. Contractor shall indemnify and hold harmless
MCBOCC, its officers,agents and employees from:
a) Any claims,damages,costs and attorney fees for injuries or damages arising,in part
or in whole, from the negligent or intentional acts or omissions of Contractor, its
officers, employees and/or agents, including its sub or independent contractors, in
connection with the performance of the contract.
b) Any claims,damages, penalties, costs and attorney fees arising from any failure of
Contractor, its officers,employees and/or agents, including it sub or independent
contractors,to observe applicable laws, including, but not limited to,labor laws and
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minimum wage laws.
c) MCBOCC will not indemnify, defend or hold harmless in any fashion the
Contractor from any claims, regardless of any language in any attachment or °
other document that the Contractor may provide.
17. Attorney Fees. Contractor agrees that, in the event either party deems it necessary to
take legal action to enforce any provision of the contract, or in the event MCBOCC U)
prevails,Contractor shall pay all expenses of such action including MCBOCC's attorney
fees and costs at all stages of the litigation.
18. Assianment-Written Consent Reauired.The provisions of this contract shall inure to
the benefit of and shall be binding upon the respective successors and assignees of the
parties hereto. Neither this contract nor any of the rights and obligations of Contractor
hereunder shall be assigned or transferred in whole or in part without the prior written LL
consent of MCBOCC. Any such assignment or transfer shall not release Contractor from
its obligations hereunder.
19. Entire Contract.This contract sets forth the entire agreement between the parties with
respect to the subject matter hereof and shall govern the respective duties and
obligations of the parties. >
20. Force Maieure.No party shall have any liability to the other hereunder by reason of any 0
delay or failure to perform any obligation or covenant if the delay or failure to perform is
occasioned by force majeure, meaning any act of God, storm, fire, casualty,
unanticipated work stoppage, strike, lockout, labor dispute, civil disturbance, riot, war,
national emergency, act of Government,act of public enemy, or other cause of similar 91
or dissimilar nature beyond its control.
21. Governing LawNenue. Florida law shall govern regardless of any language in any �
attachment or other document that the Contractor may provide.Any action between the
parties arising from this agreement shall be maintained in the courts of Monroe County,
Florida. LO
22. Modification of Contract. This contract may be modified only by prior writtenIt-
amendment executed by all parties and their signatories hereto.
LL
23. Waiver. No waiver of any provision of this contract shall affect the right of any party
thereafter to enforce such provision or to exercise any right or remedy available to it in
the event of any other default.
24. Severability. Should any provision of this contract be declared invalid by any court of
competent jurisdiction, such provision shall be severed and shall not affect the validity
of the remaining provisions of this contract.
25. Privacy. With regard to any reports,studies,or other works developed in the course 2
a
of this Contract,or as a result thereof,Contractor shall not publish Private Information
or any other information which identifies employees,or officers of MCBOCC by name
without first obtaining written consent from such individuals,or in the case of a minor,
his or her parent or legal guardian. Contractor shall provide to MCBOCC for its review
any proposed publication, brochure, or advertisement in which MCBOCC is named
not less than thirty (30) calendar days prior to submission for publication and
Contractor shall remove MCBOCC's name or information identifying MCBOCC from
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the publication if MCBOCC requests removal. Contractor shall not issue, publish, or
divulge any Materials developed or used in the performance of this Contract or make
any statement to the media relating to this Contract without the prior consent of 2
MCBOCC. In no event shall the Contractor publish, display, or in any way use the
County seal for its commercial purposes(F.S. 165.043).
26. Continaent Fees.Contractor hereby represents that Contractor has not been retained,
or retained any persons,to solicit or secure a MCBOCC Government contract upon an
agreement or understanding for a contingent commission,percentage,or brokerage fee,
except for retention of bona fide employees or bona fide established commercial selling
agencies for the purpose of securing business. Breach of the provisions of this
paragraph is,in addition to a breach of this contract,a breach of ethical standards which
may result in civil or criminal sanction and/or debarment or suspension from being a
contractor or subcontractor under MCBOCC Government contracts. LL
27. Gratuities and Kickbacks/Ethics Clause. The Contractor shall warrant that it has
not employed, retained or otherwise had act on its behalf any former County officer
or employee subject to the prohibition of Section 2 of Monroe County Ordinance No. 2
010-1990 or any current County officer or employee in violation of Section 3 of
Ordinance No. 020-1990. For breach or violation of this provision the County may, in >
its discretion, terminate this contract without liability and may also, in its discretion,
deduct from the contract or purchase price, or otherwise recover the full amount of
any fee, commission, percentage, gift or consideration paid to the current or former
County officer or employee.
CL
28. Ethics/ Conflicts of Interest / Gift Policy. The parties recoanize and aaree that
MCBOCC is reauired to comply with the standards of conduct for public officers and
employees laid out in the Florida Ethics Code contained in F.S. 112.313 as well as its C14
own Ethics Policy. contained in the Monroe County Personnel Policies & Procedures
Manual. reaardina. but not limited to, solicitation or acceptance of aifts. doina business
with one's own aaencv,unauthorized compensation,misuse of public position.conflictina `O
employment or contractual relationship, and disclosure or use of inside information.
Amona other thinas: No MCBOCC employer. officer or aaent may participate in the
selection,award,or administration of a contract if he or she has a real or apparent conflict LL
of interest. Such a conflict would arise if the emplovee,officer or aaent,or any member
of his or her immediate family, receives a tanaible personal benefit from a firm that
receives or under consideration for a contract. The officers, emplovees and aaents of
the County may not accept any aift of value in excess of$25.00,and may not accept any
gifts of any amount,if the expectation is that the aift aiver will receive somethina of value
in return for the aift. County emplovees,officers and aaents who violate the State Ethics
Code or the MCBOCC ethics policy will be subject to disciplinary actions, up to and U)
includina termination as well as possible criminal prosecution.
29. E-Verify. The Contractor shall utilize the U.S. Department of Homeland Security's E-
Verify system to verify the emplovment eliaibility of all new emplovees hired by the U)
Contractor durina the term of the Contract and shall expressly reauire any subcontractors
performina work or providina services pursuant to the Contract to likewise utilize the U.S.
Department of Homeland Security's E-Verify system to verify the emplovment eliaibility
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of all new emolovees hired by the subcontractor durina the Contract term.
30. Non-Discrimination. It is the policy of the MCBOCC not to discriminate on the basis 2
of age, race, sex, color, national origin, pregnancy, religion, gender or disability in its
hiring, promotion, demotion, dismissal or laying off, and employment practices, or in
admission to, access to, or operation of its programs, services, and activities. With
regard to all aspects of this contract,Contractor certifies and warrants it will comply with
this policy. No person shall be excluded from participation in, be denied benefits of,
be discriminated against in the admission or access to,or be discriminated against in
treatment or employment in MCBOCC's contracted programs or activities, on the
grounds of handicap and/or disability, age, race, color, religion, sex, national origin,
pregnancy, religion, gender or any other classification protected by federal or Florida
State Constitutional or statutory law; nor shall they be excluded from participation in,
LL
be denied benefits of, or be otherwise subjected to discrimination in the performance
of contracts with MCBOCC or in the employment practices of MCBOCC's
Contractors. Accordingly, all Proposers entering into contracts with MCBOCC shall,
upon request, be required to show proof of such nondiscrimination and to post in
conspicuous places that are available to all employees and applicants, notices of
nondiscrimination. >
31. Compliance with the Americans with Disabilities Act. The contractor will be M
required to provide assurances that it does not discriminate on the basis of disability
0
in admission to, access to, or operations of its program, services, or activities,
including hiring or employment practices. The contractor will insure that qualified
applicants and participants with disabilities in its services, programs,or activities have
communication access that is equally effective as that provided to people without
disabilities. Information shall be made available in accessible formats and auxiliary
aids and services shall be provided upon the reasonable request of a qualified person C14
with a disability.Florida Public Records Law. Pursuant to F.S. 119.0701, Contractor
and its subcontractors shall comply with all public records laws of the State of Florida,
including but not limited to: `O
a. Keep and maintain public records required by Monroe County in order to perform
the service. LL
b. Upon request from the public agency's custodian of public records, provide the
public agency with a copy of the requested records or allow the records to be inspected
or copied within a reasonable time at a cost that does not exceed the cost provided in
Florida Statutes, Chapter 119 or as otherwise provided by law.
c. Ensure that public records that are exempt or confidential and exempt from public
records disclosure requirements are not disclosed except as authorized by law for the
duration of the contract term and following completion of the contract if the contractor
does not transfer the records to the public agency.
U)
d. Upon completion of the contract, transfer, at no cost, to Monroe County all public
records in possession of the contractor or keep and maintain public records required by
the public agency to perform the service. If the contractor transfers all public records
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to the public agency upon completion of the contract, the contractor shall destroy any
duplicate public records that are exempt or confidential and exempt from public records
disclosure requirements. If the contractor keeps and maintains public records upon 2
completion of the contract, the contractor shall meet all applicable requirements for
retaining public records. All records stored electronically must be provided to Monroe
County, upon request from the public agency's custodian of records, in a format that is
compatible with the information technology systems of Monroe County.
4-
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE
CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING
TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC
RECORDS, BRIAN BRADLEY, AT (305) 292-3470, bradle -
brian rnonroecountyJ. ov, c/o Monroe County Attorney's Office, 1111
12th St., Suite 408, Key West FL 33040.
32. Effective Date. This contract shall not be binding upon the parties until it has been
signed first by the Contractor and then by the authorized representatives of the >
MCBOCC and has been filed in the office of the County Clerk. When it has been so M
signed and filed,this contract shall be effective as of the date first written above.
33. Public Entity Crime Statement F.S. 287.133: A person or affiliate who has been
placed on the convicted vendor list following a conviction for a public entity crime may
not submit a bid, proposal,or reply on a contract to provide any goods or services to CL
C
a public entity; may not submit a bid, proposal, or reply on a contract with a public CL
entity for the construction or repair of a public building or public work; may not submit
bids, proposals, or replies on leases of real property to a public entity; may not be C14
awarded or perform work as a contractor,supplier,subcontractor,or consultant under
a contract with any public entity;and may not transact business with any public entity
LO
in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO CD
($35,000) for a period of 36 months following the date of being placed on the
It-
convicted vendor list.
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34. Price Analysis:
a)"Price Analysis" is the process of examining and evaluating proposed price without
evaluating its separate cost elements and proposed profit. Techniques include
comparison of amounts from responses received, comparison of proposed prices to
historical prices paid, comparison with published price lists, comparison to your
independent estimate. Price Analysis is the preferred method to be used by the
Requesting Department.
2
a
b)"Cost Analysis"is the review and evaluation of any separate cost elements and
profit or fee in an respondents/offerors' proposal, as needed to determine a fair
and reasonable price and the application of judgement to determine how well the
proposed costs represent what the cost of the contract should be. The Requesting
Department must negotiate profit as a separate element of the price for each contract
in which there is no price competition, and in all cases where cost analysis is
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performed. To establish a fair and reasonable profit, consideration must be given to
the complexity of the work to be performed,the risk borne by the contractor,the
contractor's investment, the amount of subcontracting, the quality of its record of part 2
performance, and industry profit rates in the surrounding geographical area for similar
work. (2 C.F.R. §200.323(b))Cost of prices based on estimated cost for contracts
under the Federal award are allowable only to the extent that cost incurred,or cost
estimates included in the negotiated prices would be allowable for the County under
Subpart E—Cost Principles of this part. The County/non-Federal entity may reference
its own cost principles that comply with the Federal cost principles. (2 C.F.R.
§200.323(c))
c)Cost plus a percentage of cost and percentage of construction cost methods of
contracting must not be used. (2 C.F.R. §200.323(d)). IL
LL
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ATTACHMENT E
Questionnaire
a
• All responses must be germane to the question — marketing language responses will
result in a non-response to the question,which will affect the RFP analysis and related
scoring. U)
• The answers to the RFP will be a part of the contract between you and The County.
Answers that do not reflect reality may be considered as part of the definition of a
breach of contract.
0
IL
Question 1. Describe your current relationships with three employers similar to Monroe
County indicating number of employees and what services (i.e., enrollment,
communications/decision support portal, COBRA, employee service center,
dependent verification, retiree services,) you have provided or are providing U)
today. Provide contact information for reference purposes.
Response Employer Example A: >
la.
Response Employer Example B:
1 b. @
Response Employer Example C:
1 c. L_
CL
CL
1. Current Requirements <
RFP Provide the following information: C14
Question
Question a. Form W2 reporting - report employer and employee total premium cost of
LO
la. applicable plans to payroll to be included on W2.
Response
la. IL
Question b. Ability to post Summary of Benefits and Coverage (SBC), Summary of LL
1 b. Material Modification (SMM), and/or Summary Plan Description (SPD) to
online benefits library.
Response
1 b.
Question c. Required distribution of Compliance Notices.
1 c.
Response 2
1 c. a
Question d. Data to support the calculation of the Patient-Centered Outcomes Research
1d. Institute (PCORI) fee, covered lives verification (support collection and
verification of number of covered lives--employee &dependent 1x/ ear .
Response
1d.
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C
Question e. Track employee's waive selections and waive reasons.
1 e.
Response 2
1 e.
Question 1f. f. Employer Mandate
• The calculation of the number of full-time employees and whether or not
the mandate applies. U)
• Apply"look-back" provisions to determine benefit eligible employees(i.e.,
those employees working 30+ hours per week).
• The calculation of the employee contribution level to determine
affordability(<9.5%).
Response
1 f. CL
Question g. Auto enrollment (over 200+ EE's; automatically enrolled in lowest level plan;
1g. notification that they can waive or elect another plan and allow them to
change).
Response 2
1 .
Question h. Employer IRS reporting of minimum value coverage and # of employees
1h. covered.
Response
1 h.
0
i
1. Insurance,Systems&Technology Audits
RFP Describe all audits,tests&reviews conducted over the past 24 months internally
Question or by clients, prospects and third party vendors that you have hired specifically >
for audit purposes. There is no need to include written descriptions of formal
audit results that are submitted as part of this RFP response. ec
Question a. Your operations and your data center audits,tests and reviews including:
la. • SAS-70(Type I or II)(Include Issue Date and Type)
• SSAE 16 (SOC 1, SOC 2, or SOC 3)(Include Issue Date and Type) CL
LL
Response
la.
Question b. Are you willing to share your last two years of audited financial statements if
1 b. selected as a"Finalist"?
Response
1 b.
2. Security 2
RFP Provide the following information:
Question
Question a. Have you ever been required to disclose a HIPAA breach of information for a
2a. client's EE population? If yes,what steps were taken to resolve? If yes,was
your breach 1) Unintentional (e.g., Stolen Laptop), 2) Intentional (Disgruntled 0
Employee),or 3 Outside Breach? Do you have a data breach plan in lace?
CO
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Response
2a.
Question b. Has your company been under examination by the Department of Labor
2b. (DOL) or Department of Health and Human Services (HHS)within the last 4
years in relation to HIPAA security or procedures? If so,was remedial action
required and/or were fines assessed in relation to service failures affecting
our current or former clients?
Response
2 b.
Question c. Describe your process for storing client data (i.e., servers, locations, cloud,
2c. etc.). What redundancy and security processes are used to ensure continuity
of service?
Response IL
LL
2c.
Question d. Confirm compliance with all HIPAA& HITECH requirements and regulations.
2d. Confirm you have a dedicated department and/or dedicated staff members
responsible for monitoring and assuring HIPAA compliance. 2
Response
2d. >
Question e. Confirm all subcontractors' compliance with all HIPAA & HITECH
2e. requirements and regulations. Confirm you will be responsible for executing
BAA's with subcontractors and will be responsible for any subcontractor
breaches in data security. >
0
Response CL
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2e. CL
3. Encryption
RFP Provide the following information: N
Question
Question a. Description of your encryption protocol?(a)Levels(i.e. database, field)(b)at
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3a. Reset(c)In Transit(d) Internal and (e) External to the network. `CD
c
Response
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3a. IL
Question b. Who has control over the decryption keys? LL
3 b.
Response
3 b.
Question c. Is your test database encrypted as well and at what levels?
3c.
Response
3c. 2
Question d. Do you use 256-bit encryption for web interaction?
3d.
Response
3d. U)
Question e. Do you use FTPS? Does the decryption happen on the other end?
3e.
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C
Response
3e.
Question 3f. f. Is your back-up data also encrypted?
Response
3f.
Question g. Outline the"front door" protection (i.e. protected using ID's and Passwords).
3 . U)
Response
3 .
Question h. Password protocols (i.e. length, they require upper/lowercase, numbers
3h. and/or symbols).Are they customizable?
Response
3h. CL
LL
4. Other
RFP Provide the following information:
Question
Question a. Your firewall and intrusion protections. 2
4a.
Response
4a.
Question b. Your user authentication process.
4 b.
Response
4 b. 91
9
Question c. Your network access policy/approach as it relates to a secure environment. 91
4c.
Response y
4c.
Question d. Your network integration abilities.
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4d.
Response
4d. CL
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Question e. Is your platform a single database or multiple?
4e.
Response
4e.
Question 4f. f. Do your networks have scalabilit to meet increases in demand?
0
Response
4f.
Question g. How many years of historical data can be kept? Is there a mechanism to 2
a
4g. archive/purge this information per regulatory guidelines?
Response
4 .
Question 4h h. What operating systems and browsers are supported?
Response
4h.
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0
1. Plan Eliclibility and Organization Support Structure Requirements
RFP Describe in detail your ability to supply or support the following:
Question
Question a. Please detail your company's ownership and organizational.
1a.
Response
la.
RFP Describe in detail how you support roles based security:
Question
Question b. HR administrator filtering, including:
1 b. • View only versus change capabilities by HR role
• Ability to set HR access rights down to field level(i.e., ability to hide fields
such as compensation from certain HR users)
• Ability for HR administrator security rights to roll down to reporting
Response
1 b. 2
2. Client Specific Benefit Plans
RFP Describe in detail how you can support benefit plans outlined on the County's
Question website. Indicate if you can OR cannot support questions 1, 2, 3,4 and 5 of this
section. For items you cannot support, describe what the work around would be.
Question a. Enrollment in each benefit plan type
2a. L-
91
Response 91
2a.
Question b. Benefit plan rules and rate calculations requirements N
2 b. >
Response
2 b. ec
Question c. Employee and dependent eligibility rules
2c.
Response LL
2c.
Question d. Default coverages including credits for employees and spouses that opt out
2d. of a medical plan.
Response
2d.
Question e. Your best practice for tracking proof of coverage for ABC.
2e. U)
Response
2e.
3. Wellness Discounts
Current • Employees must meet the wellness plan requirements in 2020 in order to
Processes receive a premium credit in 2021.
• The credit is reflected in a lower medical insurance premium rate for the year.
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• At the end of the year, HR provides vendor with a list of employees that qualify
for the wellness discounted rate for the upcoming year.
• New hires receive the wellness discounted rates for the current year. A
RFP Describe in detail the following:
Question
Question a. How you can support the processes outlined above?
3a.
Response
3a.
4. Aged Based Events
Current • VENDOR identifies dependents reaching the limiting age of 26 and sends a
Processes notification to the business unit HR. Florida recognizes student dependents
up to age 30. LL
• VENDOR processes all coverage vendors.
• Beginning at age 70 life insurance benefits reduce to 67%and further reduce
to 50%at age 75 without any notification to the employee.
RFP Describe in detail the following:
Question
Question a. How you can support the processes outlined above?
4a.
Response
4a. >
5. Life and AD&D Insurance Evidence of Insurability(EOI)Processes
CL
Current • EOI is required for optional life or spouse when the employee chooses more CL
Processes than the guaranteed issue or does not enroll within 31 days of employment.
• The current vendor is Minnesota Life. cy
• VENDOR sends a file to Minnesota notifying them of any employees that >
requested coverage requiring EOI.
• Minnesota sends employees an email with a link to their website where EOI ec
information is entered electronically
• Minnesota sends file to County with EOI status update-approved/denied.
• Elections that require EOI are pended in the enrollment system. LL
• If EOI approved, an updated confirmation statement is available online.
• County updates then sends updated payroll deductions in the next file feed to
payroll.
RFP Describe in detail the following:
Question
Question a System capabilities to support client's evidence of insurability processes for life
5a. and disability insurance, including quality controls in place to ensure elected U)
but not approved amounts are not sent on payroll deduction files.
Response
5a.
Question Io. System capabilities to support variation in Supplemental Life Insurance EOI
5b. rules based on enrollment events (open enrollment versus new hire
enrollments versus late entrants).
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Response
5 b.
Question :. Your experience with and capabilities regarding web services for completion of
5c. evidence of insurability (EOI) forms or auto underwriting via carrier systems,
including list of all carriers you currently integrate with.
Response
5c. U)
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Current Florida Blue's benefit plans are self-billed;Vendor creates system generated self-
Processes bills for payment from County and financial reporting to support self-bill IL
LL
calculations.
RFP Describe in detail your ability to support Client's carrier billing, including:
Question
Question 1a. a. Reporting to support creation of carrier self-bills. U)
Response >
la.
Question 1 b. b. System configuration and display on the carrier bills for retroactive activity and
carrier wash rules. @
Response
1 b. L_
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Question 1c. c. Please identify any variances from your standard billing reports to the current
billing report in Appendix 7.
Response C14
1 c.
1. Im lementation Go Live Roll Out CD
CD
RFP Describe in detail the following:
Question
IL
Question 1a. a. Your standard implementation timeline. LL
Response
la.
Question 1 b. b. Your ability to support a go live prior to open enrollment (for current year new
hire and life event election vendors)
Response
1 b. 2
Question 1c. c. System testing process, including internal & client testing. Include details
regarding all applicable environments (development, Q/A testing to
production), how configurations and data vendors are migrated from one
environment to another during implementation/ongoing).
Response
1 c.
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C
Question 1d. d. Internal quality control procedures in place to audit and review all
implementation related tasks, including system configuration (i.e., how do you
check your own work against client's business rules and how do you monitor 2
vendors to requirements documentation).
Response
1d.
2. Service Model U)
RFP Describe your ongoing client support processes including:
Question
Question 2a. a. Team structure:
• Are the implementation and ongoing support teams the same?
• If not the same teams, describe the client transition process from
implementation to ongoing support teams. CL
• What is the ongoing involvement of the salesperson?
Response C
2a.
Question 2b. b. Location and hours the client services account management team is available 2
for HR administrators (specify time zone).
Response
2 b.
Question 2c. c. Implementation &ongoing training processes and documentation, including:
0
• Frequency
• Forum (webinars vs. face to face, HR administrator self-service training)
• HR administrator manuals standard vs. custom
CL
Response
2c.
Question 2d. d. Ongoing client stewardship process- Include details on: >
• How you monitor ongoing client satisfaction"
• How frequently you review client satisfaction with clients? LO
• Ongoing stewardship reports&stewardship analytics
• Ability to show trends and/or areas that need improvement
CL
Response LL
2d.
Question 2e. e. How do you insure quality, what metrics do you record,what are your internal
SLA's (service level activities)?
Response
2e.
Question 2f. f. Please describe how you manage and monitor your implementation and ongoing
service capacity levels. U)
Response
2f.
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1/. Experience with the County's Payroll System—ongoing census updates to enrollment
system 2
Current County HR administrators send weekly demographic updates (i.e. new hires,
Processes terms and address changes)from their various payroll systems to the enrollment
system.
RFP Describe in detail the following:
Question
Question 1a. a. Your specific experience and ability to receive weekly changes only with a 14-
day look back demographic file updates generated from the payroll system.
Response
la.
Question 1 b. b. Please provide your required data file format.Are you flexible? IL
Response
1 b.
Question 1c. c. Ability and process for emergency add-ons (in order for employees and/or
dependents to access coverage immediately). 2
Response 1 c.
Question 1d. d. The County's ability to manually update demographics (salaries, dates of
employment, gender, etc.) in enrollment system outside of the ongoing
demographic file imports.
Response >
1d.
Question le. e. HR workflow related to the ongoing census import process: 91
• What is the error process—what ensures bad data not loaded into either
system? `1
• Where do the files get posted/delivered? >
Response
1 e. ec
2. Experience with The County's Payroll System -Payroll Deduction File
Current The payroll cycle is bi-weekly. However,it is staggered across the different offices
Processes so essentially payroll is running weekly. IL
LL
RFP Describe in detail the following:
Question
Question 2a. a. Your specific experience and ability to create ongoing payroll deduction files
for import into the County's ADP payroll system. Include details on delivery
(i.e., send to client versus client running/downloading within enrollment
system).
Response
2
2a.
Question 2b. b. HR workflow related to the payroll deduction file process:
• Will HR administrators be able to and/or required to proof the new
deduction file before a production version is created? U)
• What is the error process—what ensures bad data not loaded into either
system?
• Where do the files get posted/delivered?
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Response
2 b. M
3. Data to Carriers 2
RFP Describe in detail your carrier data processes including but not limited to:
Question
Question 3a. a. EDI protocols—initial testing processes
Response
3a.
Question 3b. b. Confirmation that file has been 1 sent; 2 received; 3 loaded
Response
3 b.
Question 3c. c. Ability for HR administrators to view files and/or file status online
Response 3c. LL
Question 3d. d. Confirmation that errors have been identified and addressed (i.e., your
involvement in working the carrier discrepancy reports).
Response
3d. 2
Question 3e. e. Provide information related to your experience interfacing with County's
carriers listed on the Coun 's website. >
Response
3e.
4. Data Cleansin —Initial and Ongoing Processes
RFP Describe in detail the following:
Questions 91
91
Question 4a. a. Your best practices and processes to populate your eligibility and enrollment
system with current clean election data. Are you willing to receive and
compare data from carriers to clients' system data? y
Response
4a. LO
Question 4b. b. Your best practices to make sure that your data, the client data and carrier
data are all in-synch on an ongoing basis.
Response
LL
4 b.
RFP Describe in detail the following:
Question
Question la. a. Initial set up and ongoing maintenance of your online benefits library
Response
la.
Question 1 c. b. Any automated email or alert notification capabilities 2
°
Response 1 c.
Question 1d. c. Tablet or phone app capabilities
Response
1d. U)
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C
RFP Describe in detail your reporting capabilities:
Question
Question 1a. a. Include standard reports, ad hoc reporting tools and capabilities. 2
Response
la.
Question 1 b. b. Is reporting data real time? If not how old?
Response
1 b.
C
as
1. S stem Platforms leased or proprietary)
Question 1 a. Describe all of your platform options and which one you recommend for this client.
Include the following information:
CL
• Is platform proprietary or leased? LL
• If proprietary, indicate the first year it was in live operation
• If leased, please indicate the original contract date and when the contract C
renews
Response 2
la.
2. S stem Relationships
Question 2a. Indicate the systems relationships between your eligibility and enrollment system,
our billing system and reporting system i e., are systems integrated in one
Y 9 Y p 9 Y ��� Y 9'
database or are there file feeds between each).
Response
2a. CL
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ATTACHMENT F
a
Price Proposal
Set-up/Implementation Fees
4-
0
r_
Items) Price Quantity Unit Cost Service Detail Total
0
Q.
Ongoing Fixed Fees 0
2
Items) Price Quantity Unit Cost Service Detail Annual Total y
0
0
L_
CL
Annual Maintenance CL
Fees
cv
Items) Price Quantity Unit Cost Service Detail Annual Total
LO
Total Fees(Year 1-3)
Total Fees(Year 4-5)
.
2
U)
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ATTACHMENT G
NON-COLLUSION AFFIDAVIT
°
I, of the city of according
to law on my oath,and under penalty of perjury, depose and say that: U)
4-
1 1 am
of the firm of
0
the respondent making the Proposal for the project described in the Notice for IL
Calling for bids for: LL
and that I executed the said proposal with full authority to do so:
1. The prices in this bid have been arrived at independently without collusion,
consultation, communication or agreement for the purpose of restricting competition, as to y
any matter relating to such prices with any other respondent or with any competitor-
0
2. Unless otherwise required by law,the prices which have been quoted in this bid
have not been knowingly disclosed by the respondent and will not knowingly be disclosed by y
the respondent prior to bid opening, directly or indirectly, to any other respondent or to any
competitor; and 91
91
3. No attempt has been made or will be made by the respondent to induce any
other person, partnership or corporation to submit, or not to submit, a bid for the purpose of >
restricting competition; and
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era
4. The statements contained in this affidavit are true and correct, and made with
full knowledge that Monroe County relies upon the truth of the statements contained in this
affidavit in awarding contracts for said project. IL
LL
(Signature of Respondent) (Date)
STATE OF:
COUNTY OF:
2
°
PERSONALLY APPEARED BEFORE ME,the undersigned authority,
who, after first being sworn by me, (name of individual signing)affixed his/her
signature in the space provided above on this_day of ,20_
U)
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NOTARY PUBLIC
My Commission Expires:
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ATTACHMENT H
DRUG-FREE WORKPLACE FORM
The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that:
U)
4-
(Name of Business)
1. Publishes a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance is prohibited in the workplace and
specifying the actions that will be taken against employees for violations of such prohibition. IL
LL
2. Informs employees about the dangers of drug abuse in the workplace,the business's policy
of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and
employee assistance programs, and the penalties that may be imposed upon employees for A
drug abuse violations.
3. Gives each employee engaged in providing the commodities or contractual services that
are under bid a copy of the statement specified in subsection (1).
4. In the statement specified in subsection (1), notifies the employees that, as a condition of
working on the commodities or contractual services that are under bid,the employee will abide I-
CL
by the terms of the statement and will notify the employer of any conviction of,or plea of guilty CL
or nolo contendere to, any violation of Chapter 893 (Florida Statutes) or of any controlled
substance law of the United States or any state, for a violation occurring in the workplace no cy
later than five(5)days after such conviction. >
M
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5. Imposes a sanction on,or require the satisfactory participation in a drug abuse assistance eO
or rehabilitation program if such is available in the employee's community, or any employee
It-
who is so convicted.
IL
LL
6. Makes a good faith effort to continue to maintain a drug-free workplace through
implementation of this section.
As the person authorized to sign the statement, I certify that this firm complies fully with the
above requirements.
STATE OF A
.
(Signature of Respondent)
COUNTY OF
Date
PERSONALLY APPEARED BEFORE ME,the undersigned authority,
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F.19.a
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who, after first being sworn by me, (name of
individual signing)affixed his/her signature in the space provided above on this
2
day of 200_.
My commission expires:
NOTARY PUBLIC
Attachment I
Your Company's Organizational Chart
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cv
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IL
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