Addition 1

Posted: 11/6/2020

Type of Addition: Exhibit B Worksheets 1 through 16

Overview: Exhibit B. Worksheets are attached in an editable Excel spreadsheet format. Once completed Offerors shall return in pdf format as part of their Proposal response.

Exhibit D. Administrative Fee Proposal Workbook(s) are attached in an editable Excel spreadsheet format. Once completed, Offerors shall return in a separate pdf document attached to their Proposal Response.
 

Deadline: 12/3/2020 5:00 PM

Pre-Bid Meeting Details: Pre-submittal Conference will be held via Zoom teleconference as follows:Join Zoom Meetinghttps://avondaleaz.zoom.us/j/94821252449?pwd=V0k0NWZ1dEd1eEJJVUE4eGJMVGhHdz09Meeting ID: 948 2125 2449Passcode: 940851One tap mobile+13462487799,,94821252449# US (Houston)+16699009128,,94821252449# US (San Jose)Dial by your location +1 346 248 7799 US (Houston) +1 669 900 9128 US (San Jose) +1 253 215 8782 US (Tacoma) +1 312 626 6799 US (Chicago) +1 646 558 8656 US (New York) +1 301 715 8592 US (Washington D.C) Meeting ID: 948 2125 2449 Find your local number: https://avondaleaz.zoom.us/u/ad6VI04cDY

Solicitation #: RFP HR 21-024

Documents:

• Login to view documents
• Login to view documents

Addition 3

Posted: 11/17/2020

Type of Addition: RFP Checklist and How to submit a Proposal On line.

Deadline: 12/3/2020 5:00 PM

Solicitation #: RFP HR 21-024

Documents:

• Login to view documents
• Login to view documents

Addition 5

Posted: 11/20/2020

Type of Addition: Addendum 2

Overview: Addendum 2 Revises the Last Day for Inquiries Date and the Proposal Date.

Deadline: 12/17/2020 5:00 PM

Solicitation #: RFP HR 21-024

Documents:

• Login to view documents

Addition 7

Posted: 12/3/2020

Type of Addition: Questions and Answers Document

Overview: Attached is a compilation of all questions received and City's responses.

Solicitation #: RFP HR 21-024

Documents:

• Login to view documents

Addition 9

Posted: 12/18/2020

Type of Addition: RFP HR 21-024 Employee Group Medical, Dental, Vision, and Life Insurance Benefits

Overview: The City has received a total of 17 Proposal submittals for the RFP HR 21-024 Employee Group Medical, Dental, Vision, and Life Insurance Benefits as required by 5:00 pm local AZ Time, December 17, 2020. Attached is the receipt log.

Documents:

• Login to view documents

Addition 11

Posted: 12/18/2020

Type of Addition: In Review

Addition 13

Posted: 1/15/2021

Type of Addition: Status Update 01/15/2021

Overview: Technical Evaluation Meetings are scheduled for January 19, 20, and 21st. We anticipate the Short list and interview details to be issued by January 21st. Interviewing firms will be contacted directly by the Procurement Office. Interviews are slated for the week of January 26th. Thank you for your interest in the City of Avondale.

Addition 15

Posted: 3/5/2021

Type of Addition: Notice of Intent to Award Announcement

Overview: The attached Notice of Intent to Award announces the intent of the City to enter into agreement with multiple vendors to each address the various service categories as listed.

Documents:

• Login to view documents

Question 1

Posted: 11/9/2020

Question: • Does the City have any wellness, communication funds? If so, what are they? • Are pre or post 65 retirees covered? • What is the pooling level used to underwrite this group (assumed pooling level)? • Can carriers propose their standard implementation and service performance guarantees? • Please provide benefit and fee information on the current EAP • The RFP references a repricing and disruption, as well as geo reports being required. Please confirm when those files will be posted and what criteria to use for geos.

Response: Yes, $8,000. No. Current ISL is 240K, but please provide the options requested in the RFP Pricing Workbook. Yes. The EAP $1.58 PEPM (Per Employee Per Month) provided through Support Linc. (Remaining response still pending.)

Question 3

Posted: 11/10/2020

Question:

Response: Noting that there was no question received for Question 3.

Question 5

Posted: 11/11/2020

Question: Pharmacy: 1) Is a pharmacy claim file being provided for pricing and rebate offer purposes? 2) The RFP requests the broadest network to be quoted, but seems that the current network excludes CVS from the network. Should quote both our broad and narrow network (excludes Walgreens)? 3) RFP requests a broad formulary but it appears that the current formulary is exclusionary with Navitus. Can we quote an exclusionary formulary to match? 4) for the HDHP HSA plan how are IRS defined preventive drugs covered? 5) Currently 90-day at retail is covered for the PPO and HDHP but not the EPO plan - can we quote it for the EPO plan also? 6) Would the City be open to a Maintenance Choice option that allows members to get 90 day supplies at any CVS / Target location at their Mail Order Copays and the City gets the more aggressive Mail Order discounts? Dental: 1) Does the dental plan currently have posterior composites covered? 2) The dental benefit summary says “buy up plan option” - does the City have another dental plan as well? If so can we get that summary please? 3) Can we get the current/renewal dental admin fee? HSA/FSA: 1) If FSA participants are not on the census that is being sent can we get the total number of participants in each FSA product please? 2) Can we get the current HSA and FSA fees? Thank you.

Response: The Pharmacy Claims file has been revised and provides all allowable information.

Question 7

Posted: 11/13/2020

Question: Once the Confidentiality Agreement is signed/submitted, how and when will Exhibit E, Attachments 2-5 and all other confidential information associated with the solicitation be provided.

Response: Each vendor will receive the specified documents through a separate link and One Drive files.

Question 9

Posted: 11/16/2020

Question: Administrative Fee Proposal Workbook: 1) Tab 1 Med/Admin Stop Loss Row 19: The request is for Electronic File Feeds, however there is no mention to how many vendors, file type or frequency of the feeds. Can you please provide some additional clarification please? 2) Tab 1 Med/Admin Stop Loss Row 23: The request for Hourly Fees, can you provide more clarity on what type of fees you are referring to please? Thank you.

Response: This is twofold. 1. The City is looking to confirm that they can receive eligibility feeds from the Avondale system enrollment system. 2. The City will want monthly or quarterly claim feeds to our Health Plan Intelligence data warehouse so we can do further analysis, etc. (Also, the goal is for either an ASO Carrier or TPA to respond with a solution that checks all the needed boxes with the assumption they would be sending files to the appropriate partners.) This is referring to Case Management and whether there is an Hourly or PEPM rate.

Question 11

Posted: 11/17/2020

Question: 1) Per Question 6 submitted on the portal, we too are wondering if we could receive clarification of which documents DO count toward the 10 page minimum. In your answer to question 6, you said the cover letter DOES count, but in the RFP instructions it says it does NOT. Could you please provide a list clearly stating which documents count toward the 10 page minimum? Is it just our responses to the excel workbook information? 2) Per Question 6 submitted on the portal, we too are wondering if we need to submit our final response in one large combined PDF or if a zip file with multiple PDF documents enclosed will suffice? As for the documents references at “submitted as an appendix” or “submitted separately as an appendix” – do you want these in a separate zip file from the rest of the RFP response? Or just placed into a section called appendix? Assuming these do NOT count toward the 10 page minimum? 3) Per Question 6 submitted on the portal, we too are wondering if electronic signatures will suffice. Because City of Avondale is NOT requesting hard copies, an original signature won’t truly be original once scanned. Do we need to obtain ink signatures and scan in OR are electronic signatures acceptable? 4) On page 7, Section A 1.10 we are told we must have a completed Vendor Registration Packet on file with the City Finance and Budget Department. Is this the same as registering for the vendor site? Or is there something else we need to complete? 5) The RFP mentions wanting 3 references and then 2 termed client references. But in the excel book where we are supposed to list them they only show spaces for 3 current client references, nothing about termed. Do we need to provide termed client references or no?

Response: 1) Response to item 6. has been revised/clarified. 2) Multiple pdf attachments are acceptable. Specifically the Pricing Workbook(s) should be a separate pdf file. It is more important to clearly identify in the pdf file name or in the header of the document which section of the RFP is being address or label the appendix. (Within Vendor Registry there's flexibility on how documents are attached and responsiveness is based more so on completeness vs. the order the documents are attached.) 3) Electronic signatures or scanned signature will suffice. 4) As mentioned in the pre-submittal conference you are not required to be a registered vendor in our accounting database. Nor are you required to be registered through the AZ Corporation Commission--at the time of proposal. You are required to be registered (free registration) with Vendor Registry to enable you to attach a proposal packet. 5) Yes, respond to all questions. The spreadsheets were left in a modifiable status for this purpose.

Question 13

Posted: 11/17/2020

Question: 1. Is Exhibit D Administrative Pricing Workbooks 1 Through 8 referenced in the RFP the same document as Administrative Fee Proposal Pricing Workbook provided on the website? If not, please provide this document. 2. As this is being submitted electronically, please confirm the request for original signatures on the documents is not a requirement or provide information on where this proposal is to be mailed. 3. Please confirm if all rates and fees should be quoted net of commissions.

Response: Yes, the Administrative Pricing Workbooks 1 through 8 are synonymous with the Fee Proposal Pricing Workbook. A scanned or electronic signature will suffice. Yes, all rates and fees shall be quoted net of commissions.

Question 15

Posted: 11/18/2020

Question: Currently you have a majority of your services carved out to multiple vendors, we will putting together a bundled approach. What is the likely hood you will be carving out these two specific services, Stop loss and Pharmacy? If pharmacy is carved out of our proposal it changes the pricing of our medical proposal, stop loss does not have the same direct impact.

Response: Confirming receipt of your question. I will have the response to you as soon as I can confirm the information.

Question 17

Posted: 11/18/2020

Question: Will any addenda count toward the 10 page limit?

Response: The City's Addendum 1 will not count toward the page count.

Question 19

Posted: 11/18/2020

Question: Will you accept electronic signatures instead of an original signature on the proposal documents?

Response: Yes, electronic signatures will suffice.

Question 21

Posted: 11/18/2020

Question: Vendor Licensing and Registration – Item B mentions having a completed "vendor registration packet" on file with the City Finance and Budget department, and that you would provide licensure information in the proposal. However we did not see any further instructions around this. How do we complete this registration packet? Can you please provide instructions, or confirm if this requirement is not necessary at the proposal stage.

Response: It is not necessary to complete this at this time. (Please see response to question 11 item 4. below)

Question 23

Posted: 11/18/2020

Question: Should our final response be 1 single PDF file, or will a zip file of the documents be sufficient?

Response: It may be one Zip file, however the Fee Proposal Pricing Workbooks MUST be a separate pdf document. (To clarify: The reason being is that since the review will consider pricing as a separate part of the evaluation the onus and administrative burden is on the multiple Offerors vs. the Procurement Administrator to keep this organized/manageable.)

Question 25

Posted: 11/18/2020

Question: Please provide the current ASO fee for Medical and Dental coverage

Response: ASO Dental $3.62 Medical ASO fee $15.07

Question 27

Posted: 11/18/2020

Question: Please provide the current Individual Stop Loss level and contract type with the Trust.

Response: $240,000 Claims Paid contract type.

Question 29

Posted: 11/18/2020

Question: Please provide the current Individual Stop Loss Fee with the Trust.

Response: Specific Fee $11.08 Single, Family $38.35

Question 31

Posted: 11/18/2020

Question: Please provide the current Aggregate Stop Loss corridor and contract type with the Trust.

Response: 125% Claims Paid contract type.

Question 33

Posted: 11/18/2020

Question: Please provide member counts by month or at a minimum, please provide the most recent Average Contract Size (ACS) which is the members divided by the employee counts.

Response: Exhibit E. Attachment 4.0 provides the Medical Enrollment by Plan & Tier.

Question 35

Posted: 11/18/2020

Question: Please also provide a paid large claims in excess of $25,000 report for the prior “rolling 12” time period of October 1, 2018 through September 30, 2019.

Response: Exhibit E. Attachment 3.0 provides this information.

Question 37

Posted: 11/18/2020

Question: Is there a file size limit for uploading to the procurement site?

Response: The file size is limited to 20MBs per file. There is no limit to the number of the number of files that each vendor may attach. (Please see the attachment titled "How to respond to an online bid" for additional details.)

Question 39

Posted: 11/19/2020

Question: Can we please be provided a copy of the actual Basic life and AD&D policy certificates.

Response: The Basic Life and AD&D Policy Certificates have been added to Exhibit E. via the Addendum 3 issued 11/25/2020.

Question 41

Posted: 11/19/2020

Question: Section 1.2. C - Preparation/Submission of Proposal (pages 3-4) 1. The questionnaire requires an additional attachment for responses that don’t fit in the excel workbook. Will this attachment be counted as part of the 10 page limit? 2. Will the requested biographies and org chart be counted towards the 10 page limit? Thank you.

Response: The items required within the questionnaire/ Excel worksheets will not be counted in the page count. The biographies should be placed as a separate appendix and not counted toward the page count. The Org. Chart is counted toward the page count.

Question 43

Posted: 11/19/2020

Question: 1. Please confirm that an electronic signature will be allowed in place of an ink signature.

Response: We have already responded to this question. Yes, digital signature or scanned signature is acceptable.

Question 45

Posted: 11/19/2020

Question: Please confirm whether additional sample reports, brochures, etc. that are requested in the RFP or provided by the vendor are excluded from the 10-page limit.

Response: Correct, those items should be attached in a separate appendix to avoid being counted in the 10 page limit.

Question 47

Posted: 11/19/2020

Question: Please confirm whether to include or exclude the Excluded Drug list for pharmacy.

Response: Please provide the Included and Excluded. For Excluded, provide a disruption report based on the Rx claim file provided.

Question 49

Posted: 11/19/2020

Question: As vendors have still not received the repricing file please confirm that the City will accept the completed repricing analysis after the bid due date, as these exercises can take up to 10 business days to complete. Thank you.

Response: Addendum 2 revised the due dates. The revised reports have been sent to vendors with an NDA on file with Avondale for this RFP.

Question 51

Posted: 11/19/2020

Question: In the minimum requirements, it states the offer shall complete a SAS 70 annually and provide results. As our individual clients and BCBSAZ conduct audits yearly, we do not have a SAS 70 done. Is this absolutely required?

Response: An SAS 70 or equivalent audit will be acceptable.

Question 53

Posted: 11/19/2020

Question: Please clarify where offerors may find the Vendor Registration Packet that is to be on file with the City Finance and Budget Office (A-5, item 1.10)

Response: We have already responded to this question. (Please see response to question 11 item 4. below)

Question 55

Posted: 11/19/2020

Question: Will the requested GEO access reports and implementation plan count towards the 10 page limit?

Response: No, they will not count toward the page count.

Question 57

Posted: 11/19/2020

Question: Please identify the desired access standards to be used for the vision geo access report requested.

Response: The access standards are (2) providers within 10 miles.

Question 59

Posted: 11/19/2020

Question: If an offeror should propose a self-funded vision option, where does the City want that information included?

Response: This option may be discussed in the Proposal response Section Claims Administration- Project Approach, however the Worksheets and the Pricing Workbooks should also be completed as applicable.

Question 61

Posted: 11/19/2020

Question: Please provide the current dental ASO fees.

Response: The current dental ASO fees are $3.62.

Question 63

Posted: 11/19/2020

Question: Exhibit B, Worksheet 1, question 10. – Please provide the required “Offer and Acceptance Form” as it was not included in the original RFP.

Response: Please see the Vendor Form included on page A-11.

Question 65

Posted: 11/19/2020

Question: Please clarify whether proposers are to include a redlined copy of the Professional Service Agreement

Response: Proposers are to include a sample of their contract format as a separate appendix. If you are choosing to include the City's sample agreement with redline this may also be submitted as a separate appendix.

Question 67

Posted: 11/19/2020

Question: RFP Instructions Checklist – Please clarify where the completed checklist should be included in our proposal submission

Response: This is provided only as a helpful tool and is not required to be submitted with the proposal offer.

Question 69

Posted: 11/19/2020

Question: Given the delay in access to critical data files (AZMT Claims Repricing by Divs [002], AZMT Bill Census [Revised 11/10/2020], medical and pharmacy provider disruption analysis, & formulary disruption) for the City of Avondale RFP, we respectfully request a revised timeline to submit deliverables tied to these files. The revised timeline requested would be 7 business days after the release of the files.

Response: The Addendum 2 revises the timeline due dates.

Question 71

Posted: 11/20/2020

Question: The census file sent 11/19/2020 is missing DOB, gender and zip codes and cannot be used by underwriting. Can we get a revised census that adds these 3 data fields please? Thank you.

Response: Census file was updated and reissued along with Addendum 3.

Question 73

Posted: 11/20/2020

Question: • Could you confirm that tab 4. Medical Claims Administration is in fact applicable to Vision proposals? If yes, this tab alone has over 260 questions – and is counted toward the 10 page maximum requirement. This tab alone could easily exceed 10 pages when printed to PDF. Could the page maximum requirement be removed OR increased? --- if we are correct, tabs 1, 2, 3, 4, 5, 9, 15 and 16 are applicable to vision and encompass over 450 questions. I do not think a 10 page maximum is possible.

Response: This question has been answered multiple times. PLEASE NOTE: The Worksheets as well as the Fee Proposal Pricing Workbook pages are NOT included in the page count. The completed documents at a MINIMUM MUST be submitted in PDF and formatted "print ready". (This is to protect the integrity of the information.)

Question 75

Posted: 11/20/2020

Question: In the City of Avondale Rx Claims_07.01.19 to 09.30.20 v.2 file, please clarify that the AWP price column should be interpreted as the Total Cost Allowed for the claim.

Response: Correct.

Question 77

Posted: 11/25/2020

Question: With regards to Attachment 4.2 Rx Claims, please clarify what the “P” value in the tier column means.

Response: “P” is for Preventive

Question 79

Posted: 11/30/2020

Question: For the Geoacess reports, would 2 in a 10-mile radius for General Dentists work? Also, would 1 in a 15-mile radius for Specialists be acceptable?

Response: Yes, Geo access 2 providers in 10-miles is acceptable for General Dentists. Yes, 1 provider in 15 miles for Specialist is acceptable.

Question 81

Posted: 11/30/2020

Question: The dental benefits summary does not state whether the Out-of-Network claims are paid according to Usual, Reasonable, and Customary (UCR), or if they are paid based on the Maximum Allowable Charge (MAC) / Fee Schedule. If UCR, can you provide the percentile?

Response: Treatment is based on the lesser of the billed charges or Dentist Table of Allowance.

Question 83

Posted: 11/30/2020

Question: Please confirm the P reflects both ACA and HSA Prevention. If so, how do the items that are “preventive” but not part of ACA apply to the non-HDHP plans (i.e., are these antidiabetics and other medications $0 on the PPO and EPO as well?)? Is there any other pharmacy benefit information that can be provided on this?

Response: The “P” reflects both ACA and HSA Prevention.

Question 85

Posted: 11/30/2020

Question: Please provide the medical disruption files.

Response: Please use the claims repricing file included as the Exhibit E. Attachments.

Question 87

Posted: 11/30/2020

Question: Please provide the census file with the criteria for the pharmacy GeoAccess.

Response: The Claims file was issued. Regarding the GEO criteria – 2 providers in 10 miles for PCP, 2 providers in 15 miles for Specialist, and 1 provider in 20 miles for Hospital. Please prepare a disruption analysis based on the Claims file.