HomeMy WebLinkAbout09.G- Human Resources RESOLUTION (ID# 2336) DOC ID: 2336
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Request for Proposal
From: Diana Leibrich M/CC Meeting Date: 04/01/2013
Prepared by: Linda Wynn, (909) 384-5161
Dept: Human Resources Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing And
Directing the City Manager to Issue a Request for Proposal (RFP) for Employee Benefits Broker
Consultant Services. (#2336)
Current Business Registration Certificate: Yes
Financial Impact:
There is no cost to issue a Request for Proposal (RFP).
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
On September 4, 2007, the Mayor and Common Council authorized the execution of an
agreement with Mercer Health and Benefits LLC to provide broker and administration services
for the City's Health Care Program for a period of three years (Resolution No. 2007-369).
On August 16, 2010, the Mayor and Common Council authorized the execution of an agreement
with Mercer Health and Benefits LLC to provide broker and administration services for the
City's employee health care program beginning July 1, 2010 (Resolution No. 2010-277).
Background:
The City originally entered into a three (3) year service agreement for Employee Benefits
Broker Consultant Services with Mercer Health and Benefits LLC (Mercer) for broker and
administration services on September 4, 2007.
On July 1, 2010, after a competitive bid process, Mercer's contract was renewed for a period of
one (1) year, with the option of two (2), one (1) year extensions, which the City exercised.
Mercer's current contract is set to expire on June 30, 2013. As such, staff is recommending
authorization to execute a Request for Proposal for health benefits consulting/broker and
administrative services, including the marketing of the City's employee benefits. Broker
representation is needed in the following benefit areas:
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Flexible Benefits Plan
• Short-term Disability Insurance
® • Long-term Disability Insurance
Updated: 3/21/2013 by Jolena E.Grider Packet Pg. 270
2336
• Life Insurance
• Accidental Death and Dismemberment Insurance
• Supplemental Life and AD&D Insurance
• Administrative Services
• Retiree administration
• COBRA administration
• FMLA Administration
The City will evaluate the proposals based on cost, performance, and a full range of services, as
well as all areas related to the implementation, maintenance, analysis, improvement and
communication of employee benefits and insurance programs. Of particular interest will be
employee benefits brokers/consultants who have experience with municipalities with diverse
employee populations, who can demonstrate outstanding service, and who can offer creative
ideas and innovative approaches to the group benefit plans.
City Attorney Review:
Supporting Documents:
reso 2336 (PDF)
Proposed Benefits Admin RFP (Draft) 3-20-13 (PDF)
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Updated: 3/21/2013 by Jolena E.Grider Packet Pg. 271
RESOLUTION NO.
1
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING AND DIRECTING THE CITY MANAGER
3 TO ISSUE A REQUEST FOR PROPOSAL FOR EMPLOYEE BENEFITS BROKER
CONSULTANT SERVICES.
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5 NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON
6 COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: _
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7 SECTION 1. The City Manager of the City of San Bernardino is hereby authorized
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and directed to execute on behalf of said City a Request for Proposal for Employee Benefits
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9 Broker Consultant Services. n
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SECTION 2. The Purchasing Manager is hereby authorized to issue a Request for
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12 Proposal for Employee Benefits Broker Consultant Services. m
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13 SECTION 3. The authorization granted hereunder shall expire and be void and of no
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14 further effect if the Request for Proposal for Employee Benefits Broker Consultant Services
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15 is not completed within sixty(60)days following the effective date of the Resolution. w
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Packet Pg. 272
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
2 OF SAN BERNARDINO AUTHORIZING AND DIRECTING THE CITY MANAGER
TO ISSUE A REQUEST FOR PROPOSAL FOR EMPLOYEE BENEFITS BROKER
3 CONSULTANT SERVICES.
4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
5 and Common Council of the City of San Bernardino at a meeting
6 thereof,held on the day of ,2013,by the following vote,to wit:
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8 Council Members: AYES NAYS ABSTAIN ABSENT in
9 MARQUEZ
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10 JENKINS
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11 VALDIVIA o
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14 KELLEY 0°
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15 JOHNSON 2
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Georgeann Hanna, City Clerk N
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20 The foregoing Resolution is hereby approved this day of ,2013. w
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22 Patrick J. Morris,Mayor Q
23 City of San Bernardino
24 Approved as to form:
JAMES F. PENMAN,
25 City tomey
26 By:
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RFP F-XX-XX
Employee Benefits
Broker Consultant Services
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Sao Bernar ino
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April 2, 2013
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SUBJECT: REQUEST FOR PROPOSALS (RFP) F-XX-XX
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The City of San Bernardino (City) invites Proposals from qualified vendors for:
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Employee Benefits Broker Consultant Services m
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Parties interested in obtaining a complete copy of this F-XX-XX may do so by accessing o
the City of San Bernardino Web Page at www.sbcitv.org > Request for Bids > City E
Finance, beginning April 2, 2013, or by faxing their request to (909) 384-5043, W
attention Vanessa Sanchez. Please include the following information in your request: M
name and address of firm; name, telephone and facsimile number of contact person; y
specify RFP F-XX-XX. M
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Copies of the RFP may also be obtained by calling Vanessa Sanchez at (909) 384- M
5348, or in person at City Hall, 300 N. "D" St., 4th floor Finance Department, San
Bernardino, CA 92418. o
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Closing Date: Proposals must be submitted at or before 3:00 PM, PST, April 23, 2013,
at the address listed above.
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Issuance of this RFP and/or receipt of Proposals do not commit the City to award a
contract.
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Sincerely,
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RFP F-XX-XX
Employee Benefits
Broker/Consultant services
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SECTION I. y
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INSTRUCTIONS TO BIDDER(S)
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9.G.b
RFP F-XX-XX
Employee Benefits
Broker Consultant Services
City of San Bernardino, Finance Department
Purchasing Division
R F P F-XX-XX
Employee Benefits Broker Consultant Services
Bid Documents to Be Returned
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❑ Title Page c
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❑ Cover Letter/ Letter of Introduction
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❑ Project Approach m
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❑ Project Staffing
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❑ Vendor Qualifications and Project Experience a
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❑ References E
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F-1 Original Proposal vendor Form
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❑ Three (3) copies of Proposal vendor Form M
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F-1 Original Firm & Fixed Fee Schedule in a separate SEALED envelop vendor Form M
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❑ Authorized Binding Signature(s) o
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❑ Proof of Insurance
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F-1 Addendum Received (City Form) IV Forms
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F1 Non-Collusion Affidavit (City Form) IV Forms
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❑ Listing of Proposed Subcontractor (City Form) IV Forms m
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III Additional Requirements, VI General 0
F-1 90 Day Minimum Proposal Validity Statement o CL
Specifications#4
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❑ Copy of Contractor License or other appropriate Licenses where applicable vl
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General Specifications#35
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Bidders are requested to submit this checklist completed with all bid documents. This .l°
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list may not be inclusive of all documents needed to submit your RFP. a
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9.G.b
RFP F-XX-XX
Employee Benefits
Broker/Consultant Services
l I. GENERAL INSTRUCTIONS TO BIDDER
A. Pre-Proposal Meeting
Not Applicable
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B. Examination of Proposal Documents
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1. By submitting a proposal, the Bidder(s) represents that it has
thoroughly examined and become familiar with the items required N
under this RFP and that it is capable of quality performance to achieve 0
the City's objectives.
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2. The City reserves the right to remove from its mailing list for future m`
RFPs, for an undetermined period of time, the name of any Bidder(s) w
for failure to accept a contract, failure to respond to two (2)
consecutive RFPs and/or unsatisfactory performance. Please note that m
a "No Proposal" is considered a response.
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C. Addenda E
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Any City changes to the requirements will be made by written addendum to
this RFP. Any written addenda issued pertaining to this RFP shall be
incorporated into the terms and conditions of any resulting Purchase Order. M
The City will not be bound to any modifications to or deviations from the o
requirements set forth in this RFP as the result of oral instruction. M
For automatic electronic notifications, please visit our website and sign-up for o
e-Notify. a
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D. Clarifications
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1. Examination of Documents a
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Should a Bidder require clarifications of this RFP, the Bidder shall
notify the City in writing in accordance with Section D.2 below. Should 0°
it be found that the point in question is not clearly and fully set forth, N
the City will issue a written addendum clarifying the matter which will a
be sent to all persons who have requested the RFP. a
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2. Submitting Requests
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a. All questions, clarifications or comments shall be put in writing 2
and must be received by the City no later than 5:00 PM, PST, a
April 16, 2013 and be addressed as follows:
City of San Bernardino
300 North "D" Street
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Packet Pg.277
9.G.b
RFP F-XX-XX
Employee Benefits
Broker/Consultant Services
4th floor, Attn: Vanessa Sanchez
San Bernardino, CA 92418
b. The exterior envelope or email Subject line of all requests for
clarifications, questions and comments must be clearly labeled,
"Not an Offer." The City is not responsible for failure to
respond to a request that has not been labeled as such.
The City will also accept questions sent by facsimile machines
or email, however, all faxed or emailed questions must be N
received by the City no later than 5:00 PM, PST, April 16,
2013. Send facsimile transmissions to (909) 384-5043, attention
Vanessa Sanchez at (909) 384-5348, and emails to c
Sanchez—Va @sbcity.org. m`
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C. Inquiries received after 5:00 PM April 16, 2013 will not be
accepted. m
3. City Responses 0
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Responses from the City will be communicated in writing to all w
recipients of this RFP, by a posting to our website, www.sbeity.org by the M
close of business April 18, 2013.
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For automatic electronic notifications, please visit our Homepage and o
register for e-Notify. If you are not registered for e-Notify, you may view M
or download the Addendum at www.sbcity.org > Request for Bids >
City Finance — Purchasing. o
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E. Submission of Proposals W
1. Date and Time E
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All Proposals are to be submitted to City of San Bernardino, Attention:
Vanessa Sanchez by 3:00 PM PST, April 23, 2013. Proposals
received after 3:00 PM PST, April 23, 2013, will be rejected by the 0°
City as non-responsive. N
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2. Address °
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Proposals shall be addressed as follows:
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City of San Bernardino .2
Finance Department a
300 N. "D" Street, 4th floor
San Bernardino, CA 92418.
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Packet Pg. 278
RFP F-XX-XX
Employee Benefits
Broker/Consultant Services
Proposals may be delivered in person to the Purchasing Division, 4th
floor of the above address.
3. Identification of Proposals
Bidder(s) shall submit a SEALED proposal package consisting of:
a:
a) one (1) signed original of Bidder Proposal and
b) three (3) copies of the Bidder Proposal and
c) one (1) original "Fee Schedule" in a separate SEALED N
envelope, identified as "Fee Schedule RFP F-XX-XX."
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The proposal package shall be addressed as shown above, bearing t
the Bidder's name and address and clearly marked as follows: CO
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"RFP F-XX-XX:
Employee Benefits Broker Consultant" CO
4. Acceptance of Proposals o
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a. The City reserves the right to accept or reject any and all W
Proposals, or any item or part thereof, or to waive any
informalities or irregularities in proposals. N
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b. The City reserves the right to withdraw this RFP at any time o
without prior notice and the City makes no representations that M
any contract will be awarded to any Bidder(s) responding to this
RFP. R
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C. The City reserves the right to postpone proposal opening for its W
own convenience. __
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d. Faxed or emailed proposals will not be accepted. N
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F. Pre-Contractual Expenses
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Pre-contractual expenses are defined as expenses incurred by the Bidder(s) N
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1. Preparing its proposal in response to this RFP;
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2. Submitting that proposal to City;
3. Negotiating with City any matter related to this proposal; or a
4. Any other expenses incurred by the Bidder(s) prior to date of award, if
any, of the Agreement.
Packet Pg. 279
RFP F-XX-XX
Employee Benefits
Broker/Consultant Services
The City shall not, in any event, be liable for any pre-contractual expenses
incurred by Bidder(s) in the preparation of its proposal. Bidder(s) shall not
include any such expenses as part of its proposal.
G. Contract Award
Issuance of this RFP and receipt of Proposals does not commit the City to w
award a Purchase Order. The City reserves the right to postpone Proposal Cn
opening for its own convenience, to accept or reject any or all Proposals
received in response to this RFP, and to negotiate with other than the N
selected Bidder(s) should negotiations with the selected Bidder(s) be
terminated. The City also reserves the right to apportion the award L
among two or more OFFEROR(S). o
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A signed Vendor (Contractor) / Consultant Service Agreement (VSA/CSA), r
along with a pre-performance meeting, outlining additional terms and
conditions relating to performance, warranty, materials, goods, services, or m
other items as deemed necessary by the City, may be required prior to the
commencement of the job. o
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H. Acceptance of Order w
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The successful Bidder(s) will be required to accept a Purchase Order in
accordance with and including as a part thereof the published Request for M
Proposals, and the RFP documents including all requirements, conditions and o
specifications contained therein, with no exceptions other than those M
specifically listed in the written purchase order.
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I. Business License n.
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The City's Business Ordinance requires that a company or person doing =
business with the City, obtain and maintain a valid City Business Registration E
Certificate during the terms of the Agreement. Bidder agrees to obtain such Q
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Certificate prior to undertaking any work under this Agreement.
J. Local Vendor Preference m
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The City of San Bernardino gives any formal or informal bid submitted by a a
local bidder a one percent (1%) credit for goods and materials, where labor a
and/or installation is incidental; and a five percent (5%) credit on Contractual
services, for comparison purposes with other bidders, as authorized in the San E
Bernardino Municipal Code Section 3.04.125, and Executive Order 2003-1,
respectively.
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For the purposes of this section, "local bidders" shall be bidders for which the
point of sale of the goods, materials, or services shall be within the City limits of
San Bernardino.
Packet Pg. 280
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RFP F-XX-XX
Employee Benefits
Broker/Consultant Services
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SCOPE OF WORK _
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RFP F-XX-XX
Employee Benefits
Broker/Consultant Services
II. SCOPE OF WORK _
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REQUEST FOR PROPOSAL (RFP) F-XX-XX
EMPLOYEE BENEFITS
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BROKER/CONSULTANT SERVICES =
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Statement of Purpose 0
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The City of San Bernardino (City) is looking for a pro-active insurance 0 ca
broker/consultant to provide exceptional employee benefit services. N
The City is seeking to create a long-term relationship with the insurance
broker/consultant that is selected. The objective is to select an insurance m
broker/consultant to "partner" in developing the City's Employee Benefit Program o
this year, and continue to enhance the program in the years to come. a
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City Profile N
The City of San Bernardino encompasses 59.3 square miles, with a diverse r
population of almost 210,000 residents, and is located about 60 miles east of Los N
Angeles, 120 miles northeast of metropolitan San Diego, and 55 miles northwest of
Palm Springs. The City was incorporated in 1854 originally as a General Law City
and is currently governed under the Mayor/Council/City Manager form of o
government. The City is a full-service city, including fire, police, library, community
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services (encompassing parks and recreation, engineering, streets, solid waste a:
management, fleet, property management, and maintenance), water and E
wastewater utilities, planning, building, and administrative functions. The City has an a
annual budget of approximately $200 million and employs approximately 900 full-
4-
time employees. Selected part-time positions are classified as benefited.
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The City's current benefit plans for which broker representation is needed:
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• Medical Insurance o
• Dental Insurance a
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• Vision Insurance
• Flexible Benefits Plan
• Short-term Disability Insurance r
• Long-term Disability Insurance Q
• Life Insurance
• Accidental Death and Dismemberment Insurance
• Supplemental Life and AD&D Insurance
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9.G.b
RFP F-XX-XX
Employee Benefits
Broker/Consultant Services
• Administrative Suite of Services to include online maintenance system,
consolidated billing/collection/reconciliation and remittance services
• Retiree administration
• COBRA administration
• FMLA Administration
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Scope of Required Services =
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The City is looking for an insurance broker/consultant who can provide a full range
of services related to the implementation, maintenance, analysis, improvement and 0
communication of employee benefits and insurance programs.
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The City is particularly interested in an insurance broker/consultant who has m
experience with municipalities with diverse employee populations, can demonstrate
outstanding service, and who can offer creative ideas and innovative approaches to
the group benefit plans. m
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Specific services and responsibilities to include: °
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• Develop long-range employee benefit goals and strategies for the City of San w
Bernardino. C°
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• Assist in administering group insurance plans identified above, settle disputes
.� and other issues with carriers analyze the effectiveness of programs and offer N
creative solutions to problems. M
• Monitor ongoing contracts, including plan administration, provider compliance o
with contracts, booklets and employee education materials.
• Respond promptly and accurately to questions from City representatives and E
employees. a
• Compliance assistance with applicable laws and regulations; advise City staff
of changes in the laws and recommend solutions to related issues. m
• Act as an insurance broker/consultant on related issues such as IRS o
Subsection 125 and related discrimination testing, COBRA, Health Insurance o
Portability and Accountability Act (HIPAA), Medicare, Family and Medical a
Leave Act (FMLA), California Family Rights Act (CFRA), and Americans with
Disabilities Act (ADA). E
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• Review and analyze claims experience data, claims service, efficiency and a
accuracy of claims administration to ensure that we are receiving optimum
service and benefits from all carriers and vendors.
• Determine and recommend the most economical and efficient funding
methods for various benefit programs.
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Packet Pg. 283
RFP F-XX-XX
Employee Benefits
Broker/Consultant Services
• Apprise City benefits representatives of local and national benefit trends,
innovative ideas and recommend new products, programs and services to
ensure a competitive benefits program.
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• Provide an annual review and summary of employee benefits, including
analysis of the quality of benefits provided, cost effectiveness, N
competitiveness, recommendations, etc.
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• Meet with and provide reports and updates to City representatives as needed.
Provide estimates of renewal rates to assist City with forecasting and 0
budgeting.
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• Represent City in all negotiations with providers on all issues, including those m
related to premiums, service, benefit levels, plan design, special terms and
conditions, etc. Negotiate all changes and additions to contracts.
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• Solicit bids from insurance markets which specialize in group insurance a
plans. Evaluate bids and bidders, including claims procedures, abilities, a
experience and history, service, financial policies and stability, and identify E
the most beneficial package for the City's needs. ``�
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• Assist with the creation and implementation of communication materials
(pamphlets, brochures, presentations, etc.) for new or changed programs, r
including materials for Open Enrollment and Health Fairs. Attend Open N
Enrollment meetings and Health Fairs, and provide enrollment support as M
needed. Provide fulfillment services for retirees and COBRA participants.
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• Identify, investigate, analyze and implement efficiency measures such as
employer partnerships, electronic benefits administration, and other concepts W
that have the effect of reducing the costs associated with employee benefit S
programs without reducing services to employees. a
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• Retiree administration to include communication, open enrollment,
maintenance, billing services and Medicare reporting/eligibility. m
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• COBRA administration to include communication, enrollment, maintenance 0
and billing services. o
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• FMLA administration to include claim management and processing; claim
tracking, documentation and reporting; and legal and medical expertise. E
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Proposal Form and Content
To assist in the evaluation process, the following information is required in the
proposal:
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9.G.b
RFP F-XX-XX
Employee Benefits
Broker/Consultant Services
• Written description of services to be provided. Include both services outlined
in this request, as well as additional services recommended by your
organization.
• Comprehensive, specific statement indicating how the pricing of the City's
account would be handled, and the estimated annual cost of services. Please
indicate if it is based on an annual fee, commission, or combination of both.
Include any commissions and fees expected from the existing programs, for
services requested herein, as well as additional services your organization
recommends. Please identify the costs, if any, associated with the N
administrative suite of services. 0
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• List of current and former clients, preferably municipalities, of similar size for o
whom group insurance services have been provided in the past five (5) years. M
Include the name of the client, contact person, telephone number and email r
address (if available). _
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• Evidence of all applicable business insurance coverage and licenses. T
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• Brief description of your organization's history, growth, philosophy/culture, E
number of employees, and number of years in business under the same W
name. M
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• Brief resume of the education and experience of those persons who will r
actually be servicing the City's account. Include experience with similar N
projects or municipalities and specify the number of years they have been M
with your organization. Unique or specialized capabilities should be identified.
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• Complete description of the organizational structure of your organization, and LL
the method by which work is done. An organization of work flow chart with
description of duties of the persons working on the City's account is useful, as
well as the size and/or total number of accounts or clients each individual a
handles.
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• Answers to the following specific questions: m
• What process does your firm use to handle carrier renewal and o
negotiations? o
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• What support staff is available, such as legal counsel,
underwriting/actuarial specialists, Communications Department, and/or E
other available specialists or departments?
• What unique brokerage/consulting brokerage/consulting services can your organization a
bring to the City?
• Provide a timeline for the implementation of your administrative suite of
services.
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RFP F-XX-XX
Employee Benefits
Broker/Consultant Services
The City of San Bernardino reserves the right to extend the deadline to meet the
objectives of the agency.
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Proposal Evaluation
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Criteria to be used to evaluate the proposals will include, but not be limited to:
• Fee structure. N
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• Degree to which each proposal responds to the needs of the City and this
request (responsiveness, preciseness, thoroughness, etc.). o
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• Evidence of the ability to provide service in a prompt, thorough and Y
professional manner.
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• Experience, professional credentials, reputation and personalities of those
who will be servicing the City's account. o
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• Ability to reach a wide array of insurance markets. w
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• Conceptual approach and ideas related to service, as well as how the City's
account will be managed.
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• Also see Section IV. General Evaluation Criteria
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Oral Presentation n.
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Based on a review of the written responses, a short list of candidates will be G
selected to make an oral presentation to be arranged at a mutually convenient time a
at the City of San Bernardino. This presentation is expected to confirm proposal
representations, supplement information obtained through the proposal process and CD
give the City the opportunity to meet the individuals who would be assigned to the m
account.
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Proposal Timetable a
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Proposals must be submitted by April 23, 2013, at 3:00 pm. The City of San E
Bernardino reserves the right to extend the deadline to meet the objectives of the
agency. Y
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9.G.b
RFP F-XX-XX
Employee Benefits
Broker/Consultant Services
Each finalist will be evaluated on the basis of capabilities described in its written
proposal and oral presentation. The organization that best matches the City of San
Bernardino's objectives will be selected.
General Information
The selected insurance broker/consultant will be expected to enter into and perform
services under a Professional Services Agreement (PSA) with the City of San '
Bernardino. In the event the insurance broker/consultant and the City are unable to
agree on the terms of the PSA, the City reserves the right to reject the proposal. N
Further, the City reserves the right to accept or reject any or all proposals received 0
as a result of this request, to negotiate with qualified sources, or to cancel in part, or
in its entirety, this Request for Proposal, if it is in the best interest of the City to do 0
so. m`
This is a Request for Proposal (RFP). This RFP does not commit the City to pay any
costs incurred for the preparation of the submission of a proposal, or to contract for m
supplies or services.
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For a proposal to be considered responsive, all requested information must be E
submitted. w
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RFP F-XX-XX
Employee Benefits
Broker/Consultant Services
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RFP F-XX-XX
Employee Benefits
Broker/Consultant Services
III. BID CONTENT AND FORMS y
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Bidder to enclose pages 16 & 17 (Annual Purchase Order) along with signed and cn
dated Firm & Fixed "Fee Schedule" (in a separate SEALED envelope.)
See Section I. E.3.c. N
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Are there any other additional or incidental costs that will be required by your firm in
order to meet the requirements of the Proposal Specifications? Yes / No 0
(circle one). If you answered "Yes", please provide detail of said additional costs:
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This offer shall remain firm for 90 days from RFP close date.
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Terms and conditions as set forth in this RFP apply to this proposal. a
Cash discount allowable % days; unless otherwise stated, payment
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In signing this proposal, Bidder warrants that all certifications and documents V)
requested herein are attached and properly completed and signed. o
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From time to time, the City may issue one or more addenda to this RFP. Below,
please indicate all Addenda to this RFP received by your firm, and the date said
Addenda was/were received.
Verification of Addenda Received Y
Addenda No: Received on: a
Addenda No: Received on:
Addenda No: Received on:
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Employee Benefits
Broker/Consultant Services
FIRM NAME:
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RFP F-XX-XX
Employee Benefits
Broker/Consultant Services
SUBCONTRACTOR'S LIST
As required by California State Law, the General Contractor bidding will hereinafter
state the subcontractor who will be the subcontractor on the job for each particular
trade or subdivision of the work in an amount in excess of one-half of one percent of
the General Contractor's total bid and will state the firm name and principal location U
of the mill, shop, or office of each. If a General Contractor fails to specify a
subcontractor, or if he specifies more than one subcontractor for the same portion of
work to be performed under the contract in excess of one-half of one percent, he
agrees that he is fully qualified to perform that portion himself and that he shall N
perform that portion himself. o
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REJECTION OF BIDS a
The undersigned agrees that the City of San Bernardino reserves the right to reject E
any or all bids, and reserves the right to waive informalities in a bid or bids not
affected by law, if to do seems to best serve the public interest. Q
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RFP F-XX-XX
Employee Benefits
Broker/Consultant Services
NON - COLLUSION AFFIDAVIT
TO: THE COMMON COUNCIL, CITY OF SAN BERNARDINO a
In accordance with Title 23, United States Code, Section 112, the undersigned
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hereby states, under penalty of perjury:
That he/she has not, either directly or indirectly, entered into any agreement, N
participated in any collusion, or otherwise taken action in restraint of free competitive o
proposal in connection with RFP F-XX-XX.
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RFP F-XX-XX
Employee Benefits
Broker/Consultant Services
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9.G.b
RFP F-XX-XX
Employee Benefits
Broker/Consultant services
IV. GENERAL EVALUATION CRITERIA
A. EVALUATION CRITERIA
1. Capabilities of Firm to Effectively Complete the Project
Requirements - 35%
Depth of Bidder(s)'s understanding of, and ability to manage, City's
requirements; ability to meet task deadlines; utility of suggested
enhancements or technical innovations. N
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2. Qualifications of Firm/Related Experience - 45%
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Experience in providing services similar to those requested herein; m
experience working with public agencies; strength and stability of the
firm; strength, stability, experience and technical competence of
subcontractors; assessment by client references; qualifications of m
project staff; key personnel's level of involvement in performing related 4)
work; logic of project organization; adequacy of labor commitment. o
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3. Reasonableness of Cost and Price - 10% W
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Reasonableness of the individual firm-fixed prices and competitiveness N
of quoted prices with other proposals received; adequacy of the data in M
support of figures quoted; basis on which prices are quoted. o
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4. Completeness of Response - 5%
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Completeness of response in accordance with RFP instructions; o.
exceptions to or deviations from the RFP requirements which the LL
Bidder(s) cannot or will not accommodate; other relevant factors not =
considered elsewhere. E
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5. Local Vendor Preference - 5%
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As approved in Executive Order 2003-01--Bidder(s)'s which posses a m
fixed office or distribution point with at least one owner or employee
located within the City of San Bernardino, and possessing all valid and 0.
current permits, and licenses required to transact such business, a
including, but not limited to a City Business Registration Certificate
shall receive a five percent (5%) preference. [Unless contrary to
Federal, State or Local Law (such as contracts for the construction of
public works projects), or unless contrary to the requirements Y
mandated by the funding source for such contractual services (such as a
the Federal Government or other source which requires award to the
lowest responsible Bidder(s)].
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RFP F-XX-XX
Employee Benefits
Broker/Consultant Services
B. EVALUATION PROCEDURE
All proposals received as specified will be evaluated by City staff in
accordance with the above criteria. Additional sub-criteria beyond those
listed may be considered by the evaluators in applying the major criteria to
the proposals. During the evaluation period, the City may require an on-
site visit and/or tour of the Offeror(s)'s place of business. Bidder(s) should
be aware; however, that award may be made without vendor visits,
interviews, or further discussions. N
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C. AWARD
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Depending on the dollar amounts of the offers received, City staff will m
either select the vendor best meeting the above-specified criteria or r
submit to City Council, for consideration and selection, the offer(s) judged
by staff to be the most competitive. m
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The City reserves the right to withdraw this RFP at any time without prior o
notice and, furthermore, makes no representations that any contract(s) will 0
be awarded to any Bidder(s) responding to this RFP. The City expressly W
reserves the right to postpone proposal opening for its own convenience, M
to waive any informality or irregularity in the proposals received, and to N
reject any and all proposals responding to this RFP without indicating any M
reasons for such rejection. o
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The CitV also reserves the right to award its total requirement among M
two or more Bidders as City staff may deem to be in its best o
Interests. In addition, negotiations may or may not be conducted with a
Bidders; therefore, the proposal submitted should contain the Bidder's U_
most favorable terms and conditions, since the selection and award may =
be made without discussion with any Bidder. E
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If the final evaluation scores (after applying the local preference m
allowance) result in a tie score, then the recommendation for award will be N
given to the local vendor. 0
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E. NOTIFICATION OF AWARD a
Bidders who submit a proposal in response to this RFP shall be notified
regarding the firm(s) who was awarded the agreement. Such notification
shall be made within a reasonable time after the date the agreement is a
awarded.
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RFP F-XX-XX
Employee Benefits
Broker/Consultant Services
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9.G.b
RFP F-XX-XX
Employee Benefits
Broker/Consultant Services
V. GENERAL SPECIFICATIONS
i. Each proposal shall be in accordance with Request for Proposals (RFP)
Number RFP F-XX-XX. All specifications are minimum. Bidders are
expected to meet or exceed these specifications as written. Bidders shall
attach to their proposal a complete detailed itemization and explanation for
each and every deviation or variation from the RFP specifications and W
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requirements. Conditional Proposals, or those that take exception to the RFP Y
specifications and requirements, may be considered non-responsive and may N
be rejected. o
2. The City reserves the right to accept or reject any and all Proposals and to
award a contract to the Bidder(s) whom best meets the City's requirements. o
This may include waiver of minor irregularities or discrepancies, or m
nonconformity to specifications in appropriate circumstances. Purchase shall
be on a best buy basis after due consideration of all relevant factors, including
but not limited to, workmanship, accessibility of parts and service, known m
evidence of manufacturer's responsibility and record, durability and known
operational record of product and suitability as well as conformity to City o
needs and requirements. In all cases the best interest of the City shall prevail E
in all contract awards. w
s. The City of San Bernardino reserves the right to purchase more or less than
the quantities specified at unit prices proposal. N
4. Proposals shall be firm offers, subject to acceptance or rejection within 90 M
days minimum of the opening thereof. o
s. Regular dealer. No Bidder shall be acceptable who is not a reputable M
manufacturer or dealer of such items as submitted for proposal consideration. w
6. All materials, workmanship and finish entering into the construction of the o
equipment must be of the best of these respective kinds and must conform to a
the character of the equipment and the service for which it is intended to be LL
used and shall be produced by use of the current manufacturing processes.
"Seconds", factory rejects, and substandard goods are not acceptable.
7. Each Bidder shall submit with their proposal a copy of the proposed product a
specifications, complete detailed drawings, and other descriptive matter in
sufficient detail to clearly describe the equipment, materials and parts offered.
s. Manufacturer and/or Contractor shall defend any and all suits and assume all m
liability for any and all claims made against the City of San Bernardino, or any N
of its officials or agents for the use of any patented process, device or article a
forming a part of equipment or any item furnished under the contract. °
9. Each Bidder must state in their proposal the guaranteed delivery date of a
product and/or services in number of calendar days from the date of contract
execution by the City of San Bernardino, time is of the essence. The
successful Bidder(s) shall prosecute the work continuously and diligently and
shall deliver the items at the earliest possible date following the award of the a
contract.
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RFP F-XX-XX
Employee Benefits
Broker/Consultant Services
10. Each Bidder shall list in their proposal all factory, manufacturer's and/or
dealer's warranty and/or guarantee coverage and shall submit such written
documents evidencing the same attached to the proposal.
11. Successful Bidder(s) (Contractor) shall furnish and deliver to the City
complete equipment as proposed and awarded, ready for installation and fully
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equipped as detailed in these specifications. U
12. Price shall be quoted F.O.B. San Bernardino (all transportation charges shall
be fully prepaid), and shall include all discounts. Proposal shall include Cn
California sales tax, where applicable, (effective July 1, 2013) computed at
the rate of 9%, this will normally be shown as a separate line item on the price N
form. o
13. City shall make payment within thirty (30) days after the complete delivery
and acceptance of the specified items by the City of San Bernardino and o
receipt of the Contractor's priced invoice. m`
14. All "standard equipment" is included in any proposal. Bidders furnishing r
Proposals under these specifications shall supply all items advertised as
"standard" equipment even if such items are not stipulated in the m
specifications, unless otherwise clearly excepted in the proposal.
15. The items which the Bidder proposes to furnish the City must comply in all o
respects with the appropriate safety regulations of all regulatory commissions E
of the Federal Government and the State of California, whether such safety w
features and/or items have been specifically outlined in these specifications or M
not.
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16. Contractor delivering equipment pursuant to this RFP's specifications shall CO
guarantee that equipment meets specifications as set forth herein. If it is o
found that equipment delivered does not meet requirements of these M
specifications the Contractor shall be required to correct the same at their
own expense.
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17. By submitting a proposal, each Bidder(s) agrees that in the event complete a
delivery is not made within the time or times set forth pursuant to this
specification, damage will be sustained by the City, and that it is, and will be
impractical and extremely difficult to, ascertain the actual damage which the
City will sustain in the event of and by reason of such delay. a
18. In case the delivery of the items under this contract is delayed due to strikes,
injunctions, government controls, or by reason of any cause or circumstance
beyond the control of the Contractor, the time for delivery may be extended m
(in the City's sole discretion) by a number of days to be determined in each N
instance by mutual written agreement between the Contractor and the Q
Purchasing Division of the City of San Bernardino. The City shall not a
unreasonably refuse such extension.
19. Contract. Each proposal shall be submitted and received with the
understanding that acceptance by the City of San Bernardino of a proposal in
response to this solicitation shall constitute a contract between the Contractor Y
and the City. This shall bind the Contractor to furnish and deliver at the prices a
proposed and in complete accordance with all provisions of RFP F-XX-XX. In
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RFP F-XX-XX
Employee Benefits
Broker/Consultant Services
most cases the basis of award will be the City's standard purchase order that
may or may not incorporate this solicitation by reference.
20. Prohibited interest. No member, officer, or employee of the City or of any
agency of the City during his tenure or for one year thereafter shall have any
interest, direct or indirect in this contract or the proceeds thereof.
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Furthermore, the parties hereto covenant and agree that to their knowledge
no board member, officer or employee of the City has any interest, whether
contractual, non-contractual, financial or otherwise, in this transaction, or in Cn
the business of the contracting party other than the City, and that if any such
interest comes to the knowledge of either party at any time, a full and N
complete disclosure of all such information will be made in writing to the other o
party or parties, even if such interest would not be considered a conflict of
interest under Article 4(commencing with Section 1090) or Article 4.6 0
(commencing with Section 1120) of Division 4 of Title I of the Government m
Code of the State of California.
21. One Document. These specifications, the Request for Proposal, RFP F-XX-
XX, the Contractor's proposal, any written agreement executed by the parties, m
the purchase order and all documents referred to in the complete
specifications and purchase order, and all written modifications of said o
documents shall be construed together as one document. Anything called for E
in any one of said documents shall be deemed to be required equally as if w
called for in all. Anything necessary to complete the work properly shall be M
performed by the contractor, whether specifically set out in the contract or not. N
All sections of the specifications shall be read as constituting a whole and not M
as an aggregation of individual parts, and whatever is specified in one section o
shall be construed as applying to all sections. M
22. The City of San Bernardino reserves the right to accept or reject any and all
Proposals. o
23. Prompt payment. Each Bidder may stipulate in their proposal a percentage n
prompt payment discount to be taken by the City in the event the City makes U_
payment to the Contractor within ten (10) working days of receipt of material
and approval of invoice. For the purpose of this provision, payment is
deemed to be made on the date of mailing of the City check. NOTE: prompt a
payment discounts will only be used during proposal evaluation in the
case of ties. c
24. Inquiries. Direct all inquiries to RFP F-XX-XX. Technical questions may be m
sent via fax to 909-384-5043, or email: Sanchez_Va @sbcity.org. The y
answers to material questions will be provided in writing by Addendum(s) to a
all potential Offeror(s) by a posting to the City's website. a
25. Proposal/Fee Schedules. No proposal will be acceptable unless fees/prices
are submitted on the pricing forms furnished by the contractor, and all
required forms are completed and included with proposal. Deliver all
Proposals, SIGNED and SEALED, to the Purchasing Division, Finance Y
Department at 300 North "D" Street, 4t" Floor, City Hall, San Bernardino, a
California 92418. CLEARLY MARK THE RFP SPECIFICATION TITLE:
26
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9.G.b
RFP F-XX-XX
Employee Benefits
Broker/Consultant Services
Employee Benefits Broker Consultant and NUMBER RFP F-XX-XX ON
THE OUTSIDE OF THE ENVELOPE.
26. Time. All Proposals must be received in the Purchasing Division no later
than 3:00 PM, PST, April 23, 2013, where at such time and said place
Proposals will be publicly opened, examined and declared. Any proposal may
be withdrawn by Bidder prior to the above scheduled time for the opening of
Proposals. Any proposal received after that time and date specified shall NOT
be considered. `n
27. The City of San Bernardino reserves the right at its own discretion to award
separate contracts for each category, or to award multiple contracts, or to y
award one contract for furnishing and delivering of all equipment and/or o
services in all categories.
28. Equipment. In the purchase of equipment, Contractor shall be required to 0
furnish one (1) OPERATORS MANUAL and one (1) PARTS MANUAL for all m`
equipment proposal. r
29. In submitting a proposal to a public purchasing body, the Bidder offers and
agrees that if the proposal is accepted, it will assign to the purchasing body all m
rights, title, and interest in and to all causes of action it may have under
Section 4 of the Clayton Act (U.S.C. Sec 15) or under the Cartwright Act o
(Chapter 2, commencing with Section 16700 of Part 2 of Division 7 of the 0.
Business and Professions Code), arising from purchases of goods, materials, w
or services by the Bidder for sale to the purchasing body pursuant to the to
proposal. Such assignment shall be made and become effective at the time N
• the purchasing body tenders final payment to the Bidder. M
30. Contractor shall indemnify, defend and hold City, its officers, employees and o
agents harmless from any claim, demand, liability, suit, judgment or expense M
(including, without limitation, reasonable costs of defense) arising out of or
related to Contractor's performance of the agreement, if awarded, except that o
such duty to indemnify, defend and hold harmless shall not apply where injury a
to person or property is caused by City's willful misconduct or sole U-
negligence. The costs, salary and expenses of the City Attorney and S
members of his office in enforcing this Agreement on behalf of the City shall Ea
be considered as "attorney's fees" for the purposes of this paragraph. a
31. While not restricting or limiting the foregoing, during the term of the
Agreement, Contractor shall maintain in effect policies of comprehensive
public, general, and automobile liability insurance, in the amount of m
$1,000,000 combined single limit, and statutory worker's compensation
coverage, and shall file copies of said policies with the City's Risk Division 0,
prior to undertaking any work under this Agreement. The policies shall name a
the City as an additional insured and shall provide for ten- (10) day y
notification to the City if said policies are terminated or materially altered.
32. Contractor shall have a rating in Best's most recent insurance guide of "A" or
better. 2
33. Written contract documents, duly authorized and signed by the appropriate a
authority, constitute the complete and entire agreement(s) that may result
from the RFP.
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RFP F-XX-XX
Employee Benefits
Broker/Consultant Services
34. City may, at its discretion, exercise option year renewals for up to 2 years, in
one-year increments.
35. By submitting a proposal, Bidder warrants that any and all licenses and/or
certifications required by law, statute, code or ordinance in performing under
the scope and specifications of this RFP are currently held by Bidder, and are
valid and in full force and effect. Copies or legitimate proof of such licensure
and/or certification shall be included in Bidder's response. Proposals
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lacking copies and/or proof of said licenses and/or certifications may be
deemed non-responsive and may be rejected.
36. Once the award has been made and prior to the commencement of the job,
the City's Municipal Code (M.C. 5.04.005) requires that a Business doing o
business with the City, obtain and maintain a valid City Business Registration
Certificate during the term of the Agreement. o
37. Vendor (Contractor)/ Consultant services agreement(s) (VSA/CSA). A signed m
vendor/Consultant service agreement may be required between both parties
prior to commencement of the job.
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