Posted: 4/25/2025

Type of Addition: No Action

Overview: The District has decided not to award a contract at this time.

Posted: 3/1/2025

Question: Could you provide some background on why AESD is seeking proposals at this time? For instance, are there specific challenges with the current broker’s performance or service delivery that you hope to improve upon? Can you share what fee range the current broker is working with? That information would help us put together a competitive proposal. Could you confirm that all compensation for services must strictly be fee-based, and clarify if there’s any provision for supplemental commissions from third-party products? Are there specific guidelines or preferred formats for presenting the annual fee schedule and detailing any additional costs? Can you provide more details on the expected format, frequency, and content of the monthly benefits experience reports and the annual plan reports? What are the key performance indicators or milestones that AESD expects to see throughout the contract period? After contract award, what is the expected timeline for implementing the new benefits management system and starting the service? How frequently are board meetings or committee meetings expected, and are there specific preparation requirements for these meetings? If supplemental policies from partners like Colonial Life are integrated into the benefits package, how should those arrangements be documented in the proposal?

Response: What's the reason behind the benefit RFP? Service-related, cost-related, advisor is retiring, etc.? We are issuing a Request for Proposal (RFP) as a result of the dissolution of the High Desert Trust. The District has determined that the liability associated with operating a self-funded insurance program is too substantial to sustain. At this time, we do not have a designated broker. Do you know if the current broker's accepted bid is publicly available somewhere in the www.AESD.net website or if not, can you share what their current annual fee is? At this time, we do not have a designated broker.. I noticed that the Delta plan had no employees listed within the A-4 section. Is this because it's through ASCIP or another trust or perhaps because it's not an area expected to be taken over by the new broker? Our Delta Dental is handled directly through CSBEA (....) The proposal talks about IBNR's. Are any of the AESD plans self-funded, if so which? The District has determined that the liability associated with operating a self-funded insurance program is too substantial to sustain Is AEDS open to sharing more detailed information such as but not limited to (plan summaries, etc) so that I can hopefully start creating a thorough but concise customized presentation for the oral statement? If so, I can certainly create a list of data and follow up Please see the demographic information provided Could you provide some background on why AESD is seeking proposals at this time? We are issuing a Request for Proposal (RFP) as a result of the dissolution of the High Desert Trust. The District has determined that the liability associated with operating a self-funded insurance program is too substantial to sustain. For instance, are there specific challenges with the current broker’s performance or service delivery that you hope to improve upon? At this time, we do not have a designated broker. Can you share what fee range the current broker is working with? At this time, we do not have a designated broker. That information would help us put together a competitive proposal. Could you confirm that all compensation for services must strictly be fee-based, and clarify if there’s any provision for supplemental commissions from third-party products? We are not seeking any additional supplemental products from third-party vendors. Are there specific guidelines or preferred formats for presenting the annual fee schedule and detailing any additional costs? The annual fee schedule should be in a spreadsheet format, with an itemized breakdown of pricing details per cost category. Can you provide more details on the expected format, frequency, and content of the monthly benefits experience reports and the annual plan reports? The monthly benefit expense report should be in Excel format with content separated by tabs. Tab 1- invoice for monthly expense. Tab 2- Billing detail by employee name, plan (benefit plan), cost, and adjustments by employee per plan, with the date of change. Tab-3 Detail of medical enrollment with employee name, social security number, plan tier (ex. EE, EE+1, EE+2, etc.), date of enrollment, plan classification based on employee classification (ex. HMO 1 - Active CA Classified, HMO-1 Early Retiree CA Classified, HMO-1 Early Retiree FL Classified FL, etc) What are the key performance indicators or milestones that AESD expects to see throughout the contract period? Initial Onboarding & Strategy Development (First 60 Days) Conduct a comprehensive benefits analysis and review current plans. Provide a benchmarking report comparing district benefits to similar organizations. Develop a strategic plan for cost savings, compliance, and employee engagement. Establish a communication and reporting schedule with point district personnel. Ongoing Plan Management & Compliance (Quarterly & Annually) Ensure compliance with state and federal regulations (ACA, HIPAA, etc.). Conduct quarterly claims analysis and cost trend reports. Provide cost-saving recommendations (e.g. wellness programs) based on plan performance. Possible facilitation of open enrollment planning and execution, including employee education. Market Review & Renewal Process (Annually) Conduct a market analysis to evaluate alternative carriers and pricing. Trend analysis, and forecasting to help manage future liabilities and or risk mitigation strategies. Provide detailed renewal projections and negotiate plan terms with insurers. Present final benefit recommendations to district leadership and board. Employee Support & Education (Ongoing & Annually) Maintain responsive customer service for employee inquiries. Contingent - offer regular employee benefits education sessions and materials. Or Conduct employee satisfaction surveys to assess benefits effectiveness. Performance & Relationship Management (Annually & Contract Review) Conduct annual performance reviews with district leadership. Adjust strategy based on feedback, claims data, and legislative changes. Ensure the district receives proactive support and industry insights. After contract award, what is the expected timeline for implementing the new benefits management system and starting the service? After awarding the contract Initial Onboarding & Strategy Development (First 60 Days). Conduct a comprehensive benefits analysis and review current plans. Provide a benchmarking report comparing district benefits to similar organizations. Develop a strategic plan for cost savings, compliance, and employee engagement. Establish a communication and reporting schedule with point district personnel. How frequently are board meetings or committee meetings expected, and are there specific preparation requirements for these meetings? The District Board convenes twice monthly, on the second and fourth Tuesday of each month, unless otherwise noted. Attendance and participation expectations for these meetings are determined by the Superintendent and/or the Assistant Superintendent of Business Services. An annual presentation of new benefit proposals is scheduled for April or May. Any proposed presentation materials must be submitted prior to the posting of the board meeting agenda. All materials will be reviewed and shared with the Assistant Superintendent of Business Services and the Director of Risk Management. If supplemental policies from partners like Colonial Life are integrated into the benefits package, how should those arrangements be documented in the proposal? Any supplemental policies from partners should be listed separately with the cost.

Posted: 3/6/2025

Question: On Page 5 of the RFP under PROPOSAL INSTRUCTIONS, item 7 states that a blanket statement that all contents of the RFP which are confidential and proprietary will not be honored. May we site specific portions of the RFP that are Confidential and Proprietary to Alliant or will all information be considered not confidential (even with sections/content clearly marked)?

Response: Page 5, item 7 shall stand as written.

Posted: 3/7/2025

Question: Dear AESD Purchasing Department: Thank you for the opportunity to respond to the District’s RFP for employee benefits consulting services. We have carefully reviewed the RFP and have the following questions/clarifications: 1. On page 4 it is noted that the District has 2,445 benefits eligible employees. Yet, there are only 652 covered by a medical plan and only 949 covered by a life plan. Where are the majority of employees getting coverage? Is there another pool/plan offered to a subset of employees not encompassed by this RFP? Also, does the District contract directly with Aetna, Kaiser, VSP, & Mutual of Omaha or does it purchase its benefits through a pool/JPA/Trust? If so, please explain. 2. Does the District offer a Cash-in-Lieu benefit to those that waive medical coverage? 3. Can you please detail the district cap and contributions towards employee’s premiums? 4. Does the District currently work with a Broker/Consultant? If so, whom? Please explain your current consulting fee structure; is it paid via carrier commissions or direct billed consulting fee? 5. Does AESD use a benefits administration platform to enroll for benefits and manage eligibility? If so, which one? 6. On Page 4, Section B, #1 – Are we able to deliver our proposal only electronically? Or does the District also require a hard copy? 7. So that we have time to adequately respond to the responses you provide from the Q&A due 3/7, will AESD consider extending the proposal due date by an additional week? Especially if we have to provide a physical copy by 3/12.

Response: Dear AESD Purchasing Department: Thank you for the opportunity to respond to the District’s RFP for employee benefits consulting services. We have carefully reviewed the RFP and have the following questions/clarifications: 1. On page 4 it is noted that the District has 2,445 benefits eligible employees. Yet, there are only 652 covered by a medical plan and only 949 covered by a life plan. Where are the majority of employees getting coverage?An error was made on the RFP, the total number should be approximately 1000 Is there another pool/plan offered to a subset of employees not encompassed by this RFP? NO Also, does the District contract directly with Aetna, Kaiser, VSP, & Mutual of Omaha or does it purchase its benefits through a pool/JPA/Trust? If so, please explain. Yes, previously answered 2. Does the District offer a Cash-in-Lieu benefit to those that waive medical coverage? Yes 3. Can you please detail the district cap and contributions towards employee’s premiums? The current cap for district employees is as follows: Certificated: $19,800 Classified: $15,720 Management: $19,800 4. Does the District currently work with a Broker/Consultant? If so, whom? Please explain your current consulting fee structure; is it paid via carrier commissions or direct billed consulting fee? Answered previously 5. Does AESD use a benefits administration platform to enroll for benefits and manage eligibility? If so, which one? Yes, Enrollment Solutions 6. On Page 4, Section B, #1 – Are we able to deliver our proposal only electronically? Or does the District also require a hard copy? A Hard copy is not required, electronic submission is sufficient 7. So that we have time to adequately respond to the responses you provide from the Q&A due 3/7, will AESD consider extending the proposal due date by an additional week? Especially if we have to provide a physical copy by 3/12. Unfortunately, an extension will not be granted. Proposals are due 3/12/2025 no later than 2:00 PM