Consulting Services for Employee Benefits and Insurances for the City of Buffalo

Agency: City of Buffalo
State: New York
Type of Government: State & Local
  • R - Professional, Administrative and Management Support Services
Posted: Apr 19, 2022
Due: May 17, 2022
Publication URL: To access bid details, please log in.
Bid Title: Consulting Services for Employee Benefits and Insurances for the City of Buffalo
Category: City of Buffalo Bids & RFPs
Status: Open

Publication Date/Time:
4/19/2022 3:30 PM
Closing Date/Time:
5/17/2022 11:00 AM
Submittal Information:
Submit Proposal by May 17, 2022 11:00 A.M., Local Time
Contact Person:
Antoinette Palmer:
Question Submission Deadline: April 26, 2022 at 4:00 PM

Answers Posted to City of Buffalo Website: May 3, 2022

Proposal Submission Deadline: May 17, 2022 at 11:00 AM
delivered to:
City of Buffalo
Gladys Herndon-Hill, Commissioner
Department of Human Resources
65 Niagara Square, Room 1001 City Hall
Buffalo, New York 14202

Related Documents:

Attachment Preview

PHONE (716) 851-9607 FAX (716) 851-5401
Date Issued:
Question Submission Deadline:
Answers Posted to City of Buffalo Website:
Proposal Submission Deadline:
April 19, 2022
April 26, 2022 at 4:00 PM
May 3, 2022
May 17, 2022 at 11:00 AM
BUFFALO, NEW YORK 14202-3302
Page 1 of 34
The City of Buffalo, Department of Human Resources, is requesting proposals to provide
consultation services and advice to the City of Buffalo (herein after “the City”) on employee
benefits and insurances.
2.1 General Invitation
The City invites all interested parties to submit proposals for the services described herein. For
purposes of this Request for Proposals (herein after “RFP”), the City’s designee shall be Nicholas
The Department of Human Resources will receive all proposals in person or via mail by no later
May 17, 2022 AT 11:00 AM EST. All proposals shall be sealed, clearly labeled on the front of
the package and delivered to:
City of Buffalo
Gladys Herndon-Hill, Commissioner
Department of Human Resources
65 Niagara Square, Room 1001 City Hall
Buffalo, New York 14202
The outside of each sealed envelope or package should be labeled:
Proposal Enclosed for
Proposals Due:
May 17, 2022
Submitted by:
Proposals are solicited in accordance with the terms, conditions and instructions as set forth in this
RFP. Submission of proposals via telephone, facsimile, e-mail or any other method not
specifically provided for herein is prohibited. Proposals must be completed in accordance with
the requirements of the RFP. No amendments or changes to proposals will be accepted after the
closing date and time. No proposals shall be accepted after the stated deadline. The City reserves
the right to reject any or all proposals.
Any material misrepresentation made by an Offeror may void their proposal and eliminate their
proposal from further consideration. Any proposal that is based upon violation of federal, state or
local law, or deemed to be non-responsive will be eliminated from consideration.
The City shall not be responsible for any expenses or charges incurred by an Offeror in preparing
or submitting a proposal, or in their providing any additional information considered necessary by
the City in the evaluation of their proposal.
Page 2 of 34
2.2 Schedule
Listed below is the anticipated schedule for all actions related to this RFP. In the event that there
is any change or deviation from this schedule, such change will be posted on the City’s website at
Issuance of RFP
Written Questions from Offerors due
Responses to Questions posted on City website
Proposals Due
Target Award Date:
April 19, 2022
April 26, 2022 at 4:00 PM
May 3, 2022
May 17, 2022 at 11:00 AM
2.3 RFP Review, Additional Information and Questions
Each Offeror is responsible for carefully examining all RFP documents and thoroughly
familiarizing themselves with each of the City’s requirements prior to their submission of a
proposal to ensure that their responses are in compliance with the RFP.
Each Offeror is responsible for conducting its own investigations and any examinations necessary
to ascertain conditions and requirements affecting the requirements of this RFP. Failure to perform
such investigations and examinations shall not relieve the Offeror from its obligation to comply,
in every detail, with all of the provisions and requirements contained in the RFP.
Questions regarding the RFP shall be directed to the City’s designee only. Any impermissible
contact with any other City officer or employee regarding the RFP during the procurement period
shall result in the rejection of any such Offeror’s proposal. Offerors shall communicate in writing
only. No other communications with the City’s designee regarding the RFP are permitted during
the procurement period.
All questions, requests for clarification or additional information must be sent by email to
Antoinette Palmer: and must be received no later than 4:00 PM, April
26, 2022. The subject line must identify the RFP by title. Offerors shall not communicate with the
City’s designee via any other method or outside of the time period set forth herein.
The answers to questions received via email will be posted on the City’s website at No other representatives of the City are to be contacted regarding this RFP.
The City accepts no responsibility for, and the Offeror agrees not to rely upon, any verbal or written
statements or representations from any other person, whether or not employed by the City.
Offerors are solely responsible for ensuring the City has a current address, e-mail address and
telephone number on file for the Offeror. It is the responsibility of all Offerors to check the City
of Buffalo website for any updates.
The City may, in its sole discretion, also elect to provide both the question(s) and the written
answer(s) to all known Offerors via e-mail. Offerors are solely responsible for ensuring that the
Page 3 of 34
City has accurate contact information, including e-mail address for the receipt of such
correspondence. The City does not assume any responsibility for undelivered e-mails or for the
receipt of any communication sent to any Offeror.
2.4 Addendums and Modifications
The City reserves the right, in its sole discretion, to amend this RFP at any time prior to the deadline
for submission of proposals. In the event that it becomes necessary to revise or expand upon any
part of this RFP, all addendums, amendments, and interpretations to this RFP will be made in
writing and posted on the City’s website at The City may also endeavor to
notify all Offerors to whom the RFP has been issued.
All addendums shall be incorporated as part of the RFP documents as though they were originally
set forth. The City does not assume any responsibility for the receipt of any addendum sent to any
Any information supplied by the City relative to this RFP must be considered in preparing
proposals. All other contacts that an Offeror may have had before or after receipt of this RFP with
any individuals, employees, subcontractors, consultants or representatives of the City and any
information that may have been read in any news media or seen or heard in any communication
regarding this RFP should be disregarded in preparing responses.
2.5 Proposal Format
Offerors are advised to adhere to the submittal requirements of the RFP. Failure to comply with
the instructions of the RFP may cause their proposal to be rejected. Submission of a proposal in
response to this RFP constitutes acceptance of all requirements outlined in the RFP.
Eight (8) copies of the proposal, one (1) original and seven (7) copies, along with one (1) digital
copy (CD or Flash Drive) must be provided. Proposals must be prepared on 8-1/2” x 11” paper
using a font no smaller than 11-point with one-inch margins, printed double-sided, and bound on
the long side. The narrative response portion of the proposal is limited to ten (10) double-spaced
pages. Each page of the submission must be numbered in a manner so that it can be uniquely
identified. Legibility, clarity and completeness are required.
The proposal must be signed by each individual Offeror or their authorized representative who
shall have the authority to legally bind the Offeror(s). The proposal shall also contain a statement
that the proposal, including all proposed prices, contained therein shall remain firm and irrevocable
for a period of ninety (90) days following the City’s receipt of such proposal and the award of the
contract, if any.
In the event that an Offeror cannot comply with any term, condition, or requirement of this RFP,
such non-compliance must be clearly noted on the Offeror’s letterhead and submitted with the
proposal. Offerors are cautioned that such non-compliance may result in disqualification of their
proposal, at the sole discretion of the City. No allowance will be made for un-noted non-
compliance of any kind by the Offeror.
Page 4 of 34
The City of Buffalo is seeking consulting services and advice on employee benefits and other
insurances, this includes, but is not limited to, completely reviewing and analyzing, the manner in
which the City obtains and provides health insurance and other benefits/insurances to current and
retired employees. The consultant may also be requested to provide services not enumerated in
this RFP, on an as needed basis, and as agreed upon by both parties in writing.
A goal of this engagement will be to identify methods to reduce the costs to the City for providing
such services, while also driving appropriate healthcare consumerism and outcomes.
The successful Offeror must have staff available for consultation with City staff on an as-needed
basis between the hours of 8:00 AM and 5:00 PM, Monday through Friday.
1. Employee Health and Dental Insurance:
The consultant shall provide the following services concerning health and dental insurance:
a. Evaluate the current manner in which the City purchases health/pharmacy/stop loss
insurances, dental insurance and other health related benefits, such as FSA cards.
b. Evaluate the current way commissions are paid, and alternate means (across the product
c. Evaluate our “in lieu” payouts for medical insurance and offer creative options that
have a positive impact on our current and retiree workforce. (The City would be
interested in proposals for employer paid long term care (LTC) insurance, long term
disability insurance with a conversion to LTC insurance at age 65, etc. in lieu of cash
payments for opting out of health coverage).
d. Review and update the City’s existing standard contractual requirements for the
provision of insurance and other benefits.
e. Track current trends, litigation, current/proposed legislation, regulatory changes, and
New York State decisions regarding healthcare, and advise on the same.
f. Analyze the feasibility for alternative arrangements, including but not limited to self-
insurance, insurance consortiums, and prescription purchasing systems, etc.
g. Prepare recommendations and provide assistance in minimizing costs for such benefits
and insurance.
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