24-51, Voluntary Benefits & Program Management

Agency:	Edinburg Consolidated Independent School District
State:	Texas
Type of Government:	State & Local
Category:	G - Social Services R - Professional, Administrative and Management Support Services
Posted:	Mar 6, 2024
Due:	Apr 23, 2024
Solicitation No:	24-51,
Publication URL:	To access bid details, please log in.

What 24-51, Voluntary Benefits & Program Management When 4/23/2024, 3:00 PM

Bid to start opening promptly at 3:00 pm. Any bids received after this date and time will not be accepted.

Vendor's shall be responsible for checking the web periodically to make sure they download the proper Addendums, etc.

CONTACT: Dina Longoria at 956-289-2311 ext. 2135 or via email d.longoria@ecisd.us

THE DISTRICT WILL BE CLOSED FROM MARCH 11, 2024 - MARCH 15, 2024 AND RETURNING MARCH 18, 2024. ALL EMAILS WILL BE ANSWERED ACCORDINGLY DURING THIS PERIOD.

24-51 APPENDIX A - Response Workbook - VB_PM and BAS for 2023 RFP.xlsx 73.28 KB
24-51 APPENDIX B - Questionnaires _ Premium Illustrations for Products.xlsx 127.95 KB
24-51 APPENDIX B - Questionnaires _ Premium Illustrations for TPA.xlsx 25.72 KB
24-51 APPENDIX C- Benefits Guide.pdf 16.15 MB
24-51_ APPENDIX D - Vendor Insurance Validation Form.pdf 120.66 KB
24-51_ Voluntary Benefits _ Program Management SPECS.pdf 687.14 KB

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EDINBURG CISD

PURCHASING DEPARTMENT

411 N. 8th Ave., Edinburg, TX 78541

(956) 289-2311 FX: (956) 383-7687

CARMEN GONZÁLEZ, President

XAVIER SALINAS, Vice-President

LUIS ALAMIA, Secretary

MIGUEL “MIKE” FARIAS, Member

LETTY FLORES, Member

LETICIA “LETTY” GARCIA, Member

DOMINGA “MINGA” VELA, Member

Dr. Mario H. Salinas, Superintendent

Request for

PROPOSALS

This Proposal includes the following forms:

• Background Information on Edinburg CISD

• Standard Terms & Conditions

• Proposal Instructions & Requirements

• Proposal Submittal Checklist

• Forms to be Returned with Proposal

• Required Response Format

• Correspondence/Clarifications

• Response Workbook

• Questionnaires & Premium Illustrations

• Current Benefits Offered

• Voluntary Product Enrollment Summary Disability

• Census Information

NO: 24-51

TITLE: Voluntary Benefits and Program

Management – Vision, Educator, Disability,

Cancer, Accident, Hospital Indemnity/Medical

Gap, Critical Illness, Group Term Life/AD&D,

Voluntary Permanent Life, Section 125 Third

Party Administrator Services

CLOSING TIME/DATE:

Closing Time: 3:00 P.M.

Closing Date: April 23, 2024

BUYER:

ClauDina Longoria, Senior Buyer

Phone: 956-289-2311, Ext.2135

Fax: 956-383-7687

Email: d.longoria@ecisd.us

_________________________________3_/6_/_2_4_

Purchasing Director

Date

Date uploaded: March 6, 2024

DELIVER BIDS TO:

Edinburg CISD

Office of the Purchasing Director

411 North 8th Ave, 2nd Floor

Edinburg, TX 78541

*Do not deliver Bids/CSPs/RFPs/RFQs to other ECISD locations. All Bids/CSPs/RFPs/RFQs must be delivered to the delivery address above on or before the

Bids/CSPs/RFP/RFQs closing time/date. Purchasing will not be responsible for late submittals as per Board Policy CH (LOCAL).

Vendor Certification

The undersigned, by his/her signature, represents that he/she is authorized to bind the bidder to fully comply with the terms

and conditions on this bid, including all forms and attachments included herein, for the amount(s) shown on the accompanying

bid form(s), if accepted within sixty (60) calendar days after bid opening. Note: Bidder is strongly encouraged to read the

entire Solicitation prior to submitting. Failure to provide the above information in its entirety may be grounds for

disqualification of response.

Firm Name:______________________________

Telephone 1-800-______________________

Address:________________________________

Or:__________________________________

City:____________________________________

Fax:_________________________________

State:__________________ Zip:_____________

Web Address:_________________________

________________________________________

(Signature of Person Authorized to Sign Bid)

Email:_______________________________

Date:________________________________

Printed Name:___________________________

(Please print or type name above)

Title:________________________________

I can deliver in ______ days. Early Payment Discount_____% if Paid in ___ Days, Net 30

RFP 24-51, Edinburg CISD Voluntary Benefits and Program Management

Table of Contents

Background Information on Edinburg CISD…………………………………………...3

II.

Standard Terms & Conditions…………………………………………………………...5

III.

Proposal Instructions & Requirements………………………………………………..13

IV.

Proposal Submittal Checklist…………………………………………………………..20

Forms to be Returned with Proposal………………………………………………….21

• A.1 – Proposal Certification & Declaration of Compliance Form…………..22

• A.2 – Conflict of Interest Questionnaire………………………………………23

• A.3 – Anti Collusion Certification……………………………………………...24

• A.4 – Litigation Disclosure Form………………………………………………25

• A.5 – Client References List…………………………………………………...26

• A.6 – Deviation Form…………………………………………………………...27

• A.7 – Certificate of Authority………………………….………………………..28

• A.8 – Certification of Interested Parties Form………………………………..29

(to be filled out online at the address indicated)

VI.

Required Response Format…………………………………………………………….31

(Proposal Submittal Checklist also provided pg. 20)

VII.

Correspondence/Clarifications…………………………………………………………32

Appendix A

Provided Format: Response Workbook for Voluntary Benefits & Program Management and Benefit

Excel

Administration System

Appendix B

Provided Format:

Excel

Questionnaires and Premium Illustrations

• Accident

• Hospital Indemnity/Medical Gap

• Cancer

• Critical Illness

• Educator Disability

• Vision

• Group Term Life/AD&D

• Supplemental Group Term Life/AD&D

• Voluntary Permanent Life

• Section 125 Third Party Administrator Services

Appendix C Current Benefits Offered

Provided Format:

PDF

Voluntary Product Enrollment Summary Disability (Additional claims information will not

be provided)

Appendix D Census Information – District will release requested Census Information after

Provided Format:

PDF

Vendor Insurance Validation Form is completed and approved by the district.

EDINBURG CISD 2024

Page | 2

RFP 24-51, Edinburg CISD Voluntary Benefits and Program Management

BACKGROUND INFORMATION ON ECISD

A. The Edinburg Consolidated Independent School District (ECISD) is one of the fastest growing

school districts in Texas. Located in Hidalgo County, the seventh largest county in Texas, ECISD is

the Education Center of the Rio Grande Valley of South Texas. ECISD is comprised of 945-square

miles or over 650,000 acres, making it one of the largest land mass districts in the country. The district

has five high schools, seven middle schools, 31 elementary schools, and three alternative education

campuses. ECISD has over 5,100 employees and approximately 33,970 students.

B. Current Coverage. Currently, ECISD offers its employees the following Voluntary Benefits:

• Accident

• Hospital Indemnity/Medical Gap

• Cancer

• Critical Illness

• Educator Disability

• Vision

• Group Term Life/AD&D (employer paid)

• Supplemental Group Term Life/AD&D

• Voluntary Permanent Life

• Section 125 Third Party Administrator Services

• 403(b) / 457 Plans

A schedule of the ECISD’s 2023-2024 benefits offered to covered persons and their eligible dependents is attached

hereto as APPENDIX C and can also be accessed online at www.ecisd.us under the Departments tab/Benefits

Department/Employee Benefits Guide 2023-2024 or paste the link below into your browser.

https://www.ecisd.us/apps/pages/index.jsp?uREC_ID=1311447&type=d&pREC_ID=1575694

Goals and Objectives. ECISD wishes to investigate benefit alternatives that will deliver long-term solutions to the

continuing, rising cost of insurance. Services to be provided by vendors must be consolidated and comprehensive.

NO COST to ECISD: It is the intent of the ECISD that the full costs of the marketing, enrollment,

financing, or administration of any employee benefits program awarded in response to this request

will be collectively and, to the greatest extent possible uniformly borne by the vendor or vendors to

any award hereunder is made. It is also the intent of the ECISD that, to the greatest extent possible,

the costs of administration of the products selected hereunder not be passed on the District’s

employees in the form of increased product premiums.

The contemplated methodology will be for each of the Voluntary Benefit Products selected under

this RFP to pay to the Benefits administrator a monthly technology fee equal to the lesser of five

percent (5%) of the monthly (or other periodic payment) product premium or One Dollar ($1.00) per

covered employee per month.

In addition, in order to support the enrollment and other agent-type services to be provided jointly

under this RFP by the selected benefits administrator, it is the intent of the District to charge each

product provider selected a fixed percentage of any agent commissions.

This RFP is for carriers only, do not list any brokers or agents on your submittal. Please include

normal industry commissions within your premium rates. There is a separate RFQ for the Agent of

EDINBURG CISD 2024

Page | 3

RFP 24-51, Edinburg CISD Voluntary Benefits and Program Management

Records, RFQ 24-52. _Please go to the Purchasing website to download the RFQ packet.

The Board of Trustees reserves the right to name any agent or broker to represent the carrier for

any said voluntary product offering.

Please note. It will be mandatory that the successful bidders under

this RFP commit to working together to assure a full and

completely integrated electronic enrollment and administration

process.

EDINBURG CISD 2024

Page | 4

RFP 24-51, Edinburg CISD Voluntary Benefits and Program Management

II.

STANDARD TERMS AND CONDITIONS AFFECTING RFP AND CONTRACT

A. Preparation of Proposal. Potential proposers (individually and collectively, a “Proposer(s)” or

“Proposers”) should read this RFP carefully, understand the terms and conditions for providing

the pertinent services, and provide all requested information. Failure to do so may result in

disqualification of a submitted Proposal. Any cost or expense incurred by Proposers related to

this RFP process, including preparation time or during any phase of any interview process shall

be at their sole cost and expense. Proposers should clearly understand that the ECISD neither

desires to nor will it participate in protracted negotiations regarding a written agreement.

B. Evaluation of Offers. The ECISD is not required by applicable laws to accept the lowest offer

received from a party submitting a proposal in response to this RFP. In fact, the ECISD may

reject the lowest offer proposed if the Board of Trustees, in the exercise of its best judgment,

determines that a Proposer other than the lowest Proposer will best serve the interest of the

ECISD and its employees. The ECISD reserves the right to accept or reject any or all proposals

in their entirety or any portions of proposals that are considered disadvantageous to the ECISD,

to waive all formalities or irregularities in the ECISD’s RFP process, to cancel the entire RFP,

issue a subsequent RFP, remedy technical errors in the RFP process, waive minor informalities

and irregularities, contact any Proposer for clarification after opening of proposals, negotiate with

any, all, or none of the Proposers, and accept any proposal, whether or not there are negotiations

subsequent to its receipt.

Unsolicited proposals for coverages not specifically requested in this RFP may be considered but must be

submitted as an addendum to this RFP response. Also, proposals submitted to the ECISD that do not comply with

this RFP will not be considered by the ECISD.

The proposing Insurance Company and/or Flex Administrator is requested to include with their proposal the

completed Excel workbook provided by Edinburg CISD. Please Note Carefully. In quoting, please complete the

RFP in the formats provided. Additional information may be attached (such as a product benefit summary) however

in order to be considered, all fields in spreadsheets must be completed and questionnaires answered in full.

This RFP implies no obligation on the ECISD, nor does the ECISD’s silence or inaction imply or expressly convey

any acceptance or rejection of any offer.

C. Adherence to Terms. A contract (the “Contract”) will be awarded to the Proposer(s) whose

proposal(s) is deemed to offer the best value to the ECISD with regard to the evaluation factors

set forth in this RFP (referred to herein as, a “Vendor(s)”). Any Contract awarded to a Vendor(s)

pursuant to this RFP, as further described in Part III hereof, will set forth all applicable terms of

the agreement between the parties concerning the services described in this RFP. In submitting

a proposal in response to this RFP, all Proposers agree to adhere to the terms, representations,

disclosures, provisions, duties, and warranties set forth under this RFP, in addition to any

subsequent Contract terms agreed to in writing by the parties and approved by the ECISD Board

of Trustees as described herein.

D. Funding. Any Contract(s) that the ECISD awards to a Vendor(s) pursuant to this Request for

Proposals (RFP) and the RFP process shall be contingent upon the sufficient funding and

authority being made available in each fiscal period by the appropriate authority. If sufficient

funding or authority is not made available to the ECISD at any time, then any Contract(s) shall

become null and void.

E. Non-Appropriation of Funds Clause. The ECISD’s renewal of a Contract(s) with a Vendor(s),

as applicable, will be conducted in accordance with all applicable laws and regulations, including,

without limitation, Section 271.903 of the Texas Local Government Code, as amended,

concerning the non-appropriations of funds for multi-year Vendor contracts. In addition to such

other rights afforded to the ECISD hereunder, the ECISD reserves the right to terminate, rescind,

or not renew any Contract at the end of each of any ECISD fiscal year if it is determined by the

ECISD that there are insufficient funds or there has been a failure to appropriate funds necessary

to continue, extend, or renew such Contract.

EDINBURG CISD 2024

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24-51, Voluntary Benefits & Program Management

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