HomeMy WebLinkAboutSpecificationsREQUEST FOR PROPOSALS:
GROUP HEALTH INSURANCE
NOVEMBER 2000
CITY OF SUNNY ISLES BEACH
MIAMI -DADE COUNTY
FLORIDA
OFFICE OF THE CITY MANAGER
BID # 00 -11 -01
CITY OF SUNNY ISLES BEACH, FLORIDA
Z 17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
F D, °
F s�N 0.\ °P (305) 947 -0606 Phone (305) 949 -3113 Fax
,r ^�o
o
REQUEST FOR PROPOSALS
FOR GROUP HEALTH CARE INSURANCE COVERAGE
Purpose. The purpose of this Request for Proposal is to seek qualified
GROUP HEALTH CARE INSURANCE PROVIDERS
1.1 Procedure. Submit ten (10) sets of the complete proposal by the closing date and
time.
1.2. No reimbursement will be made by the City of Sunny Isles Beach for any costs
incurred in appropriation of the proposal or any presentation(s).
1.3. Property of City. All bids and accompanying documentation received from
bidders in response to this invitation to bid/Request for Proposal shall become the
property of the City and will not be returned to the bidders. In the event of
contract award, all documentation and work product produced as part of the
contract shall become the exclusive property of the City. This subsection is
applicable to Requests for Proposals and Requests for Letters of Interest
documents, which also become property of the City.
1.4. By submission of a response hereunder, the respondee becomes responsible to
comply with the terms and conditions of the Purchasing Procedures Ordinance of
the City as may be amended from time to time. To the extent of any conflict, the
terms of this document control.
2. Background. The City of Sunny Isles Beach is estimated to have 14,000
residents in the 2000 Census. The City of Sunny Isles Beach is located between the
Atlantic Ocean and the Intercoastal Waterway on the East and West and 191't Street or
Terracina Boulevard on the North and Haulover Beach Park on the South. Our City
standards stress a high quality of development with a focus on creating visual corridors to
the ocean, with access to the ocean as well redevelopment of Sunny Isles Beach
Boulevard and Collins Avenue with a focus on protecting the environment, providing
landscaping and developing aesthetically attractive structures. The City of Sunny Isles
Beach is currently in its comprehensive planning process including the development of
land development regulations.
2.2. The City is seeking Qualified Health Care Providers
Page 1 of 6
Requestjor Proposal Form
10117,00
I
. Qualification. Respondee must demonstrate the ahi 1 i tyr to : erfnrm servire. (Describe evidence of qualifications as the City deems necessary and desirable.)
4. Proposal.
4.1 The Contract to be awarded on December 15, 2000(date) and work to be initiated
on January IN 20ni (date).
4.2 The first task will be to advise the City Commission with respect to
providing service shoes in proposal
4.3 Describe work in phases.
4.4 Cancellation of Invitations for Bids or Requests for Proposals. An invitation for
bids, or request for proposals, or other solicitation may be cancelled, or any or all
bids or proposals may be rejected in whole, or in part, as may be specified in the
solicitation, when it is in the best interests of the City. The reasons therefor shall
be made part of the contract file. Each solicitation issued by the City shall state
that the solicitation may be cancelled and that any bid or proposal may be
rejected, in whole or in part, in the best interests of the City. Notice of
cancellation shall be sent to all businesses solicited. The notice shall identify the
solicitation, explain the reason for cancellation and, where appropriate, explain
that an opportunity will be given to compete on any re- solicitation or any future
procurement of similar items.
4.5 Correction or Withdrawal of Bids; Cancellation of Awards. In general, bids shall
be unconditionally accepted without alteration or correction, except as authorized
in this Ordinance. However, correction or withdrawal of inadvertently erroneous
bids before or after bid opening, or cancellation of awards or contracts based on
such bid mistakes, may be permitted, where appropriate. Mistakes discovered
before bid opening may be modified, or the bid may be withdrawn by written or
telegraphic notice received in the office designated in the invitation for bids prior
to time set for bid opening. After bid opening, no changes in bid prices or other
provisions of bids prejudicial to the interest of the City, or fair competition, shall
be permitted. In lieu of bid correction, a low bidder alleging a material mistake of
fact may be permitted to withdraw its bid if:
L 1) The mistake is clearly evident on the face of the bid document
but the intended correct bid is not similarly evident; or
(2) The bidder submits evidence which clearly and convincingly
demonstrates that a mistake was made. All decisions to permit the
correction or withdrawal of bids, or to cancel awards or contracts
based on bid mistakes, shall be supported by a written determination
made by the Purchasing Agent.
Request for Proposal Form Page 2 of 6
10117100
(3) Notwithstanding the foregoing, the City Commission shall have
the authority to waive any and all irregularities in any and all
proposals.
5. Critical Issues. Describe any particular critical issues relating to timeliness or emphasis
on particular problem areas, etc.
6. Submittals. Include the following in your proposal:
6.1 Cover sheet of this Request for Proposal.
6.2 An informative, narrative report introducing your firm and location of the office
that will be responsible for the project.
6.3 A Statement of Qualifications.
6.4 A resume detailing experience.
6.5 Copies of the firm's professional licensures.
6.6 Any other forms that are required by the City and sample of similar work
performed by the firm.
6.7 Specification of how the final project will be submitted to the City, i.e., pad, GIF,
disk, etc.
7. Evaluation. Proposals will be evaluated using the following criteria. The criteria are not
listed in order of importance and additional criteria may be used. The City Manager will
have the final say on the evaluation criteria and will make the final selection in the best
interests of the City.
• Ability of professional personnel (including the
the capacity, ability and skill of the provider to
perform the contract; the character, integrity,
reputation, judgment, experience and efficiency
of the provider);
• Relevant Experience (including professional
licensure required when service of a skilled
nature as required by law to perform such
service and/or skill);
• Past Performance (including the quality of
performance of previous contracts);
• Recent, current and projective workloads (including
whether the provider can perform the contract
Page 3 of 6
Request for Proposal Form
10/17/00
20 points
15 points
15 points
within the time specified without delay or
interference), 10 points
• Fee proposal 15 points
• Association with Sunny Isles Beach firm 5 points
• Demonstration of legal capability 10 points
• Demonstration of Experience and ability to use
respondee in the future 10 points
8. Peformanee. The respondee, upon award of any contract shall ensure that all items
supplied and /or work performed, comply with federal, state and local laws rules and
regulations as well as the terms of the contract.
9. Process. Respondee, upon award of the contract shall be responsible for management
and organization of all public hearings and meetings with City officials, citizens' and
business groups or other organizations as applicable. Any and all meetings will be at no
additional cost to the City.
9.1 Non - award. The City reserves the right in its sole and absolute discretion to reject
any and all proposals to cancel and withdraw this RFP at any time.
9.2 The City reserves the right to award any contract to any respondee which it deems
to offer the best overall service and be the most responsible responsive bidder
thereby the City is not bound to award any contract based solely on the lowest
quoted price and no contract is created until it is signed with the approval of the
City Commission. The City, in its sole and absolute discretion, also reserves the
right to negotiate separately with competing firms as it deems to be in the best
interest of the City and as permitted by law.
9.3 In the event the lowest, most responsive and responsible bid for a project exceeds
available funds, and the City Commission does not make available additional
funds, the City Manager is authorized, when time or economic considerations
preclude re- solicitation of bids, to negotiate an adjustment of the bid price as long
as the scope of work is not changed with the lowest, most responsive and
responsible bidder, in order to bring the bid within the amount of available funds.
Final negotiation shall be in written form as approved by the City Manager.
9.4 One Response. If only one responsive bid or proposal for commodity or
contractual service is received, in response to an Invitation for Bid/Proposal, an
award may be made to the single Bidder/Proposer, if the City Manager finds the
price submitted is fair and reasonable, and that other prospective bidders had
reasonable opportunity to respond, or there is not adequate time for re- solicitation.
Further, the City Manager reserves the right, if it is in the best interests of the
City, to negotiate with the sole Bidder/Proposer for the best terms, conditions and
price. The City Manager shall document the reasons that such action is in the best
interest of the City. Otherwise, the bid/proposal may be rejected and:
Page 4 of 6
Regaeslfor Proposal Form
10/17; "00
I . new bids or offers may be solicited;
2. the sole bid/proposal may be rejected.
3. If the City Manager determines in writing that the need for the supply or
service continues, but that the price of the one bid/proposal is unreasonable
and there is not time for re- solicitation or re- solicitation would likely be futile,
the procurement may then be conducted under Section 6(D) or Section 6(F),
of the Ordinance as appropriate.
10. Taxes. The Respondee is responsible for paying any and all taxes associated with the
agreement.
11. Termination of Agreement. If the respondee fails to perform the conditions of the
agreement as specified and as interpreted by the Manager, the Manager shall provide
written notice of such violation.
11.2 The City reserves the right to terminate the agreement, without cause, with a 30-
day calendar written notice unless otherwise provided in the contract.
11.3 Termination and cancellation of any agreement will not relieve the respondee for
work rest which was to be completed prior to the termination or cancellation of
the agreement.
11.4 If the agreement is terminated for cause, respondee will be removed from the
City's vendor list.
11.5 The City Commission shall have the right to terminate the agreement in the event
the respondee files any petition or proceeding for bankruptcy relief or is
adjudicated to be bankrupt or insolvent or fails to pay just debts as they ordinarily
become due.
11.6 This agreement may not be terminated by the respondee unless otherwise
provided in the contract.
12. Insurance Requirements.
12.1 General. The respondee, including service - related respondees, shall purchase and
maintain for the entire life of the Project, including any and all approved time
extensions, until its final acceptance by the City, such insurance as will protect the
respondee from claims under Workers' Compensation, disability benefit laws or
other similar employee benefit laws; from claims for damages because of bodily
injury, occupational sickness or disease, or death of respondee employees; from
claims insured by usual or unusual injury liability coverage; from claims or injury
to or destruction of tangible property and from claims insured by usual
Commercial General Liability coverage. This includes loss of use resulting
Page 5 of 6
Requestfor Proposal Form
10/17100
therefrom, any or all of which may arise out of the respondee's operations under
the Contract Documents, whether such operations be by the respondee, or any sub
contractor, or by anyone directly or indirectly employed by any of them or for
whose acts any of them may be legally liable. The respondee's deductibles/self-
insured retentions shall be disclosed to the City and may be disapproved by the
City- and may be reduced or eliminated at the sole discretion of the City. The
respondee is responsible for the amount of any deductible or self- insured
retention.
12.2 Requirements for Certificates of Insurance. Respondee shall provide the City
with all required Certificates of Insurance which Certificates must be acceptable
to the City. Each Certificate of Insurance shall be provided to the City at least 15
days prior to coverage renewals requested by the City. The respondee shall
furnish complete copies of respondee's insurance policies, forms and
endorsements. If the respondee fails to obtain and maintain for the life of the
contract insurance required herby or to replace any such expired or cancelled
policies, the City may obtain and maintain such insurance with such company as
it deems satisfactory with those amounts expended by the City in payment of
premiums to be deducted by the City from the amounts due the respondee for
work covered by the contract.
13. Hold Harmless.
13.1 The City, its agents, employees and officials, both elected and appointed shall be
held harmless against all claims for bodily injury, sickness, disease, death or
personal injury or damage to property or loss of use resulting therefrom arising
out of performance of the agreement or contract, unless such claims are a result of
the City's sole negligence, as determined by the final arbiter of such claim. '
13.2 The City, its agents, employees and official, both elected and appointed shall also
be held harmless against all claims for financial loss with respect to the provision
of or failure to provide professional or other services resulting in professional,
malpractice, or errors and omissions liability arising out of performance of the
agreement or contract, unless such claims are a result of the City's sole
negligence, as determined by the final arbiter of such claim.
14. Payment on Behalf of the City.
14.1 Respondee agrees to pay on behalf of the City, and to pay the cost of the City's
legal defense, as may be selected by the City, for all claims described in the Hold
Harmless paragraph 13 above.
14.2 Such payment on behalf of the City shall be in addition to any and all other legal
remedies available to the City and shall not be considered to be the City's
exclusive remedy.
Request for Proposal Form Page 6 of 6
101,17100
CITY OF SUNNY ISLES BEACH
BID # 00 -11 -01
GROUP HEALTH INSURANCE COVERAGE
INSTRUCTION TO BIDDERS
1. Each proposal submitted must have clearly written on the face of the envelope, the
following information:
SEALED PROPOSAL
GROUP HEALTH INSURANCE
BID # 00 -11 -01
OPENING: 10:00 AM - Wednesday, November 29, 2000
2. Proposals shall include all requested documentation.
3. Mail or deliver 2 original specimen contracts and 1 original proposal and 9 copies
(total of 10) which will include a listing of preferred providers and hospitals to:
Christopher Russo, City Manager
City of Sunny Isles Beach
17070 Collins Ave, Suite 250
Sunny Isles Beach, FL 33160
Note: We will not accept faxed proposals.
4. There can be no exclusions for pre - existing conditions.
5. The City reserves the right to accept or reject any or all proposals.
6. Proposals shall be publicly opened and no proposal received later than 10:00AM,
Wednesday, November 29, 2000.
7. Any additional information can be obtained by calling the Finance Director, Jean
Watson or the City Manager, Christopher Russo.
8. The City of Sunny Isles Beach is tax exempt, Certificate #23 -00- 477131
54C.
CITY OF SUNNY ISLES BEACH
General Specifications
Bid #00 -11 -01
GROUP HEALTH INSURANCE COVERAGE
1. A PPO program is desired, hospitals within the network at 90/10 with a
$100 deductible, hospitals outside the network at 70/30 with a $500
deductible.
2. Doctors used within the network will require a $10 co- payment, Doctors
outside of the network at 70/30 with a $500 deductible.
3. Participating pharmacies will require a co- payment of $10.
4. Please include with your bid, ten (10) copies of your listing of
participating hospitals.
The attached Census & History information reflect our current enrollment.
Each January there will be open enrollment for current employees to add or
reduce the number of dependents covered. There can be no exclusions for
pre- existing conditions. Rates are to be guaranteed for calendar year 2001.
The City Manager will form an employee advisory committee to assist in
the bid evaluation and recommendation process. One or more finalists may
be invited to make a presentation to the panel on Monday, December 4 or
Tuesday, December 5, 2000.
PROPOSAL FORM
City of Sunny Isles Beach
Bid #00 -11 -01
Group Health Insurance Coverage
We propose the following rate structure:
Group Health Insurance PPO Program, consistent with the City specifications and
details provided by the bidder on attached sheets.
Cost per month, per employee:
employee employee plus two
employee plus one employee plus three or more
We propose the following for covered Dental Expense:
Calendar year deductible per participant
Calendar year maximum per participant
Preventive
Basic
Restoration & Specialty
Orthodontia
We propose the following for Vision Care:
Exam Lenses
Frames Contacts
We propose the following for Prescription Drugs:
In Network, Generic Brand Name
Out of Network
The City reserves the right to reject any and all bids.
PROPOSAL FORM (continued)
Business Name
Address
Signature
Name & Title
Phone #
Date
�c3
Please provide the names and phone numbers of three references that use the
Group Health Insurance Plan that you have proposed.
Company Name Contact Person Phone
CITY OF SUNNY ISLES BEACH
CONE OF SILENCE
"You are hereby advised that this invitation to bid is subject to the "Cone of Silence," in
accordance with Miami -Dade County Ordinance #98 -106 and #99 -1. From the time of
advertising until the City Manager issues his recommendation, there is a prohibition on
communication with the City's professional staff. The Ordinance does not apply to oral
communications at pre -bid conferences, oral presentations before evaluation committees,
contract discussions during any duly noticed public meeting, public presentations made to
the City Commission during any duly noticed public meeting, contract negotiations with
the staff following the award of an RFP, RFQ, RFI or bid by any City Commission, or
communications in writing at any time with any City employee, official or member of the
City Commission unless specifically prohibited. A copy of all written communications must
be filed with the City Clerk. Violation of these provisions by any particular bidder or
proposer shall render any RFP award, RFQ award, RFI award to said bidder or proposer
void, and said bidder or proposer shall not be considered for any RFP, RFQ, RFI or bid for
a contract for the provision of goods or services for a period of one year.
Any questions or clarifications concerning this Invitation to Bid shall be submitted in
writing, by mail or facsimile to the City Manager, 17070 Collins Ave. #250, Sunny Isles
Beach, FL 33160, Fax: 305 949 -3113. The bid title /number shall be referenced on all
correspondence. All questions must be received no later than fifteen (15) calendar days
prior to the scheduled bid opening date. All responses to questions /clarifications will be
sent to all prospective bidders in the form of an addendum. NO QUESTIONS WILL BE
RECEIVED VERBALLY OR AFTER DEADLINE.
The City of Sunny Isles Beach reserves the right to accept any proposal or bid deemed to be
in the best interest of the City of Sunny Isles Beach, or waive any informality in any proposal
or bid. The City of Sunny Isles Beach may reject any and all proposals or bids.
SWORN STATE :NIENT PURSUANT TO SECTION 287.133(3)(a)
FLORIDA STATUTES. ON PUBLIC ENTITY CRIMES
THIS FORM NIUST BE SIGNED AN-D SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR
OTHER OFFICIAL. AUTHORIZED TO ADMINISTER OATHS.
1 . This sworn statement is submitted to
by
for
whose business address is
and (if applicable) its Federal Employer Identification Number (FEIN is
(IF the entity had no FEIN, include the Social Security Number of the individual signing this sworn
statement:
1 understand that a "public entity crime" as defined in Paragraph 287.133(1)(g), Florida Statutes, means
a violation of any state or federal law by a person with respect to and directly related to the transaction
of business with any public entity or with an agency or political subdivision of any other state or of the
United States, including, but not limited to, any bid or contract for goods or services to be provided to
any public entity or an agency or political subdivision of any other state or of the United States and
involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material
misrepresentation.
1 understand that "convicted" or "conviction" as defined in Paragraph 287.133(l)(b), Florida Statutes
means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt,
in any federal or state trial court of record relating to charges brought by indictment or information after
July 1, 1989, as a result of a jury verdict, nonjury trial, or entry of a plea of guilty or nolo contenders.
4. I understand that an "affiliate" as defined in Paragraph 287.133(1)(a), Florida Statutes, means:
A predecessor or successor of a person convicted of a public entity crime; or
An entity under the control of any natural person who is active in the management of the
entity and who has been convicted of a public entity come. The term "affiliate" includes those
officers, directors, executives, partners, shareholders, employees, members, and agents who
are active in the management of an affiliate. The ownership by one person of shares
constituting a controlling interest in another person, or a pooling of equipment or income
among persons when not for fair market value under an arm's length agreement, shall be a
prima facie case that one person controls another person. A person who knowingly enters into
a joint venture with a person who has been convicted of a public entity crime in Florida during
the preceding 36 months shall be considered an affiliate. _
I understand that a "person" as defined in Paragraph 287.133(1)(e), Florida Statutes, means any natural
person or entity organized under the laws of any state or of the United States with the legal power to
enter into a binding contract and which bids or applies to bid on contracts for the provision of goods or
services let by a public entity, or which otherwise transacts or applies to transact business with a public
entity. The term "person" includes those officers, directors, executives, partners, shareholders,
employees, members, and agents who are active in management of any entity.
Signature
Date
NON- COLLUSIVE AFFIDAVIT
State of
)ss
County of
deposes and says that:
being first duly sworn,
(1) He /she is the(Owner, Partner, Officer, Representative or Agent) of the Bidder
that has submitted the attached Bid;
(2) He /she is fully informed respecting the preparation and contents of the
attached Bid and of all pertinent circumstances respecting such Bid;
(3) Such Bid is genuine and is not a collusive or sham Bid;
(4) Neither the said bidder nor any of its officers, partners, owners, agents,
representatives, employees or parties in interest, including this affiant, have in
any way colluded, conspired, connived or agreed, directly or indirectly, with
any other Bidder, firm, or person to submit a collusive or sham Bid in
connection with the Work for which the attached Bid has been submitted; or
to refrain from bidding in connection with such Work; or have in any manner,
directly or indirectly, sought by agreement or collusion, or communication, or
conference with any Bidder, firm, or person to fix the price or prices in the
attached Bid or of any other Bidder, or to fix any overhead, profit, or cost
elements of the Bid price or the Bid price of any other Bidder, or to secure
through any collusion, conspiracy, connivance, or_ unlawful agreement any
advantage against the City of Sunny Isles Beach, or any person interested in
the proposed Work;
(5) The price or prices quoted in the attached Bid are fair and proper and are not
tainted by any collusion, conspiracy, connivance, or unlawful agreement on
the part of the Bidder or any other of its agents, representatives, owners,
employees or parties in interest, including this affiant.
CITY OF SUNNY ISLES BEACH
EMPLOYEE CENSUS
EXHIBIT A
NOVEMBER 2000
CITY OF SUNNY ISLES BEACH EXHIBIT A Page 1
INSURANCE CENSUS 1999 -2000
Department
Birthdate
Sex
Spouse
Children
512
2/22/71
M
Y
0
512
12/21/46
F
Y
1
513
1/5/49
F
N
0
513
1/6/55
F
N
0
513
12/21/43
F
Y
0
514
12/20/50
F
N
0
514
4/2/69
M
N
1
514
5/11/65
F
N
2
515
7/8/76
M
N
0
515
7/5/61
F
N
2
515
12/26/52
F
Y
0
515
11/9/47.
F
N
0
515
3/22/51
F
Y
1
515
12/6/63
F
N
1
515
2/4/49
M
N
0
515
8/10/70
F
N
1
515
3/12/63
F
Y
2
515
1/17/64
M
Y
0
515
3/22/67
M
Y
3
516
5/25/57
M
Y
2
516
8/27/53
M
N
0
519
6/15/43
F
Y
0
519
6/19/70
F
N
0
519
1/21/47
F
N
0
519
7/11/52
F
N
0
521
3/29/72
F
N
0
521
5/31/74
M
N
0
521
9/10/58
M
N
4
521
10/8/65
M
N
3
521
9/13/73
M
N
0
521
8/5/75
M
Y
1
521
2/8/67
F
N
0
521
11/28/64
F
N
0
521
9/18/70
M
N
0
521
12/19/74
M
N
0
521
7/26/67
M
N
0
521
1/29/24
M
N
0
521
5/18/42
M
N
0
521
7/22/78
F
N
0
521
8/16/57,
M
Y
1
521
5/17/73
M
N
0
521
2/13/70
F
N
2
521
12/13/68
M
N
0
Received from Payroll
10/30/00
Page 1
CITY OF SUNNY ISLES BEACH EXHIBIT A Page 2
INSURANCE CENSUS 1999 -2000
521
5/29/48
M
N
0
521
6/4/57
M
Y
2
521
4/12/73
F
N
1
521
10/20/73
F
N
0
521
8/26/62
M
Y
3
521
11/20/57
M
N
0
521
11/9/53
M
Y
1
521
7/7/71
M
N
0
521
8/12/53
M
Y
2
521
9/19/741
M
N
0
521
8/20/741
M
Y
1
521
4/23/741
M
N
0
521
8/7/74
M
Y
1
521
10/10/69
F
Y
0
521
7/19/59
M
N
0
521
4/23/74
F
N
0
521
5/22/65
M
N
0
521
8/18/47
M
Y
3
521
2/2/67
M
Y
3
521
1/7/69
M
N
0
521
1/1/70
M
N
0
521
8/2/47
M
N
1
521
8/29/46
F
N
0
521
11/28/76
M
N
0
521
8/27/76
M
Y
0
521
3/19/52
M
N
0
521
3/8/62
M
N
1
521
11/9/77
M
N
0
521
12/31/73
M
N
0
521
2/11/70
M
N
0
521
9/14/55
M
Y
2
521
11/27/57
F
N
2
521
1/27/48
M
N
0
521
5/7/78
M
N
0
521
1/2/56
F
N
0
521
4/10/68
M
N
0
521
8/9/39
M
Y
1
539
9/21/76
M
N
0
539
12/28/68
M
N
4
539
5/11/61
M
N
1
539
10/10/70
M
N
1
539
1/28/64
M
N
2
539
7/4/64
M
N
0
593
12/27/53
M
Y
3
572
10/15/60
M
N
0
Received from Payroll
10/30/00
Page 2
CITY OF SUNNY ISLES BEACH
HISTORY OF CLAIMS
EXHIBIT B
NOVEMBER 2000