Caledonia ISD 299
511 Main St Caledonia, MN 55921
ADVERTISEMENT FOR BIDS
The Public School District, Caledonia ISD 299, will receive bids on:
Group Health and Welfare Benefits: Medical Insurance Plans
Until 10:30 A.M. on August 26, 2024, at Caledonia ISD 299 District Office,
Attn: Barb Meyer, Business Manager, 511 West Main St., Caledonia, MN 55921
Copies of the Request for Proposal, existing labor management agreements, and existing contracts are available free of charge at Marsh & McLennan Agency, 6160 Golden Hills Drive, Minneapolis, MN 55416. Bids should be addressed to Barb Meyer, Caledonia ISD 299, and the envelope clearly marked to indicate the contents.
No Vendor may withdraw his/her bid within thirty (30) days after date of opening bids without the consent of the School District.
Caledonia ISD 299 reserves the right to reject any or all bids and to waive informalities in bidding of advertisement. Caledonia ISD 299 reserves the right to select the proposal which best meets the needs of the district pursuant to M.S. 471.6161.
Request For Proposal:
Caledonia ISD 299 Medical Insurance Plans
TO WHOM IT MAY CONCERN:
Enclosed please find the entire Request for Proposal (RFP) specifications and background information that you will need to prepare proposals for the above products and services.
The district reserves the right to select the proposal that best fits its needs and the needs of its eligible employees. Proposers are advised that the district will watch for adherence to RFP specifications.
The RFP will ask for a proposal based on duplication of current benefits and may ask for additional options as well. Please be aware of any special provisions regarding the basic requirements, services and financial integrity of the proposing vendor and carrier.
Any addendum to the specifications will be released if additional information becomes available. All questions and comments pertaining to the RFP should be directed to Marsh
McLennan Agency, Attention of Paula Wanous 763.218.0328.
Caledonia ISD 299
Request For Proposal Employee Benefits
Medical Insurance Plans
Official Request For Proposal (RFP)
Medical Insurance Plans
Caledonia ISD 299
Caledonia ISD 299, 511 West Main St, Caledonia, MN 55921
RFP Contact:
Paula Wanous
Marsh McLennan Agency
paula.wanous@marshmma.com
(763) 218.0328
SECTION I: INSTRUCTIONS
A. PURPOSE OF REQUEST FOR PROPOSAL
The purpose of this request is to obtain proposals for insurance for employees of Caledonia ISD 299. The insurance provided will include basic insurance provided by the district to the employees pursuant to labor management agreements.
B. ADMINISTRATIVE GUIDANCE
The information provided herein is intended to assist the Vendor in the preparation of proposals necessary to properly respond to this RFP. The RFP is designed to provide interested Vendors with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to limit a proposal’s content or exclude any relevant or essential data therefrom. Vendors are instructed to review all current contracts for the types of insurance covered by this RFP and all currently in force labor management agreements or employment plans between the district and its employees.
1. The district reserves the right to negotiate terms with Vendors prior to recommending the successful Vendor, or finalized contract terms.
2. The district reserves the right to negotiate plan amendments and/or modifications to financial or administrative arrangements with the carrier selected to administer the plan. The district reserves the right to waive any minor irregularities, accept or reject any proposals wholly or in part, or call for new proposals.
3. An officer of the company must sign all proposals.
4. All Vendors agree to provide a minimum of 120 days written notice to the district of any rate or plan changes.
5. Any deviations from the specifications must be clearly noted. Failure to note deviations may exclude the proposal from further consideration.
6. All proposals must use the attached format for reporting proposed costs, Section II: Background Information, letter G, Proposal Cost Summary. The exhibit may be retyped, but the format may not be changed.
7. All proposals become the property of Caledonia ISD 299 and will not be returned to the offering company.
8. All Vendors agree to comply with Federal, State and local laws, ordinances, rules, regulations or executive orders pertaining to unlawful discrimination on account of race, color, creed, religion, national origin, gender, marital status, disability or age.
C. ISSUING OFFICE
The Administration Office of Caledonia ISD 299, 511 West Main St, Caledonia, MN 55921, is the issuing office for this document and all subsequent addenda relating to it. For a copy of the RFP, please call Paula Wanous at Marsh McLennan Agency at (763) 218-0328.
D. RESPONSE DATE
Two copies (1 paper and 1 electronic. Electronic to be emailed on August 26, 2024 after 10:30AM to paula.wanous@marshmma.com) Your proposal must
be received on or before August 26, 2024 by 10:30 A.M. to:
Barb Meyer
Caledonia ISD 299 Business Manager
511 West Main St
Caledonia, MN 55921
Marsh & McLennan Agency will remain the Agent of Record throughout the duration of the RFP process.
Any proposal en route, either in the mail or at other locations within the district offices, will not be considered timely and will be returned unopened. Proposals received after the deadline maybe ineligible for consideration.
E. TERM OF CONTRACT
Contract will be for a minimum of a 12 month period. Proposals with longer than 12 months structure will be viewed favorably.
The contract shall become effective on January 1, 2025.
The district may terminate the contract by giving thirty (30) days notice.
The contract cannot be assigned by the Vendor without the written consent of the district.
F. CONSIDERATION OF PROPOSALS
The district may award a contract based upon the initial proposals received without discussion of such proposals. Accordingly, each initial proposal should be submitted with the most favorable price and service standpoint. The district reserves the right to reject any or all proposals received and to waive any irregularities in proposals and to make all decisions in the best interest of the district. The district may negotiate a contract with any Vendor who submits a proposal.
G. BASIC REQUIREMENTS
The following conditions must be met at a minimum and addressed in proposals:
1. The Vendor must be of sufficient size and expertise to furnish a complete employee communication and service program for the coverage proposed. All such services are to be provided through a local full service office. The qualification data shall be submitted by each Vendor or carrier with the sealed proposal.
a) The Vendor and carrier must be licensed to do business in the State of Minnesota.
b) Rates will be quoted by product and employee group. Each product rate quote must include a detail of the amount of coverage currently in force and proposed to be offered. Rates must be quoted as Employee and Family.
c) The carrier must currently provide a complete communication and employee service to at least ten employers of 100 or more employees, preferably school districts or public entities.
1. The proposal must offer coverage to all currently covered employees, retirees, and people continuing coverage under the same terms and conditions as currently offered with no evidence of insurability and no loss of benefits. Any and all deviations from current benefit levels must be illustrated otherwise they will be deemed to match existing benefits. If copies of labor management agreements are part of the RFP, you must review them and quote coverage’s that at least meet or exceed the benefit levels bargained for.
2. Carrier should include copies of their standard management-reporting package. Optional reports should be identified, along with cost estimates and frequency options.
3. Specimen contracts must be included.
4. Include enrollment materials.
5. In-force plans of benefits should be quoted with any deviations specifically
identified.
6. Please quote additional options as requested:
a. Match current (highlight any deviations)
b. Add option of a $8050/$16,100 100% plan
c. Quote fully insured, self-funded $50K specific, 125% agg, and minimum premium
7. The successful Vendor will be required to submit renewal information by August 1st
of each year.
8. Rates quoted should include carrier expense for preparing and printing master
contracts, employee booklets, enrollment forms and all other standard
communication materials.
9. SECTION II: BACKGROUND INFORMATION
A. ADDRESSE FOR PROPOSAL
Barb Meyer
Caledonia ISD 299 Business Manager
511 West Main St
Caledonia, MN 55921
B. THE DISTRICT STATISTICS
All information necessary for submitting and RFP is included in the following attachments:
1) Claims Information
2) Benefit Plan Description
3) Census Information
C. COMMUNICATIONS AND MEETINGS
The district maintains a joint Labor Management Insurance Committee, which meets periodically. The Vendor shall attend those meetings, provide information, and answer questions about the plans and policies as needed.
D. TRANSITION
The Vendor shall submit with its proposal a transition plan, which shall indicate the activities, procedures, timetable and support personnel involved in the implementation of services. The transition plan must also include an initial meeting with district personnel to review and complete all necessary set up documents as well as a meeting to review all plan documents and contracts once available.
E. LEGAL REQUIREMENTS
Any proposals submitted shall be in accordance with the laws of the State of Minnesota.
F. ACCEPTANCE OF PROPOSALS AND AWARDS
1. It is the intent of the district to accept the proposal that will best promote the public interest and is most advantageous to the district. The district will negotiate the final contract to accomplish this goal. The following criteria will be used in evaluating all proposals:
a) The experience of the Vendor providing full range communication and benefit services.
b) The cost to the district and its employees for the product.
c) The covered benefits.
d) Any other information determined at time of proposal review that is deemed critical to the protection of the district insureds.
2. The Vendor must submit with their proposal information regarding the above criteria.
G. PROPOSAL COST SUMMARY
Insured Vendors please attach your rate summary, indicate the number of years the rates are guaranteed for and sign below.
Signature ___________________________ Title _________________________
Signature ___________________________ Title _________________________
REQUEST FOR PROPOSAL
Confidentiality Notice:
The information contained in this Request For Proposal is privileged and confidential and is intended for the use of the named individual and/or entity only.
Let this serve as notice that any disclosure, copying, distribution, dissemination, publication, or the taking of any action in reliance upon the contents of this Request For Proposal is strictly prohibited. This includes the release of a quote enhanced by this information to another source other than Marsh McLennan Agency. All public data practices apply.
Direct Proposals To:
Barb Meyer
Caledonia ISD 299 Business Manager
511 West Main St
Caledonia, MN 55921
RFP Questions To:
Paula Wanous
Marsh McLennan Agency
paula.wanous@marshmma.com
(763) 218-0328
Agent of Record:
Marsh McLennan Agency shall remain agent of record throughout the duration of the contract unless otherwise notified. Please contact Paula Wanous at (763) 218-0328 if further information is requested.
Group Name: Caledonia ISD 299
Nature of Business:
Public School District
Location:
511 West Main Street, Caledonia, MN 55921
Effective Date:
January 1, 2025
RFP Due Date:
August 26, 2024 on or before 10:30 AM
Background:
Has been with current carrier since 2023
Benefits to Quote:
Medical Insurance Plans
Funding:
Fully insured – quote current plan design options
Plans to Quote:
Duplicate current plans offered along with a list of any
and all plan deviations quoted.
Alternate Plan Designs:
Also quote the included plan options along with any
suggested plan changes, ACO options, etc.
Other Considerations:
In addition, any wellness or implementation credits
would be welcomed
Current Rates:
See attached
Commission:
1%
Employer Contributions:
Varies by contract
HRA Contributions:
See current contracts
Current number of employees: Listed on attached census
Current breakdown for coverage:
Detailed by participant on census
Current carrier:
MHC CoOp- Medica
Current eligibility:
All permanent full-time employees working at least 30
hour per week; retirees must be on the medical plan
prior to retiring to be eligible for coverage.
Current waiting period:
Medical insurance coverage begins on the first of the
month preceding your hire or event date
District contributions:
Varies according to each labor management agreement.
Enclosures:
Claims Information
Benefit Plan Description
Census Information
Caledonia
ISD
299
thanks
you
for
your
proposal.
Publish 12,19,26