Request for Proposals

REQUEST FOR PROPOSAL: EMPLOYEE BENEFIT BROKER/CONSULTING SERVICES 
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General Information

The University of New Mexico Foundation, Inc. (Foundation) is seeking a benefits brokerage/consulting firm to perform the full range of services related to the design, implementation, maintenance, and improvement of the Foundation’s employee benefits, insurance and wellness programs.

Interested and qualified brokers/consultants are invited to submit an electronic copy of proposal which will be accepted until 5:00 PM Mountain Time on Wednesday, May 19, 2021.

Proposals should be addressed to:

Gretchen Doyle, Associate Vice President – Human Resources
c/o The University of New Mexico Foundation, Inc
Two Woodward Center
700 Lomas Blvd. NE
Albuquerque, New Mexico 87102
(505)313-7647
Gretchen.Doyle@unmfund.org

The content of all proposals will be kept confidential by the Foundation throughout the selection process and afterward. The Foundation will not share any respondent’s proposal with other respondents.

All proposals and materials submitted in response to the RFP shall become the property of the Foundation.

Modifications to proposals will not be accepted by the Foundation.

Proposals not received prior to the date and time specified will not be considered unless the Foundation extends the deadline for all respondents.

The Foundation reserves the right to reject any or all responses to this RFP, to waive minor irregularities in any proposal or in the RFP procedures, and to accept any proposal presented which meets or exceeds these specifications and which is deemed to be in the best interests of the Foundation.

A committee of individuals representing the Foundation will perform the evaluation of all proposals. Following this evaluation process, the committee may elect to ask certain respondents to complete an oral interview before the committee. The purpose of the interview is to allow selected respondents to further discuss their proposals and to answer specific Foundation questions.

The final selection of the successful respondent(s) is scheduled to be completed by June 11, 2021, although the Foundation may choose to extend this deadline.  The successful respondent will assume their responsibilities on July 1, 2021.

Respondents waive any and all right to bring any claim or cause of action against the Foundation related to or arising out of the selection of a respondent or this RFP process.

By submitting a proposal, each respondent agrees to be bound by all of the terms and conditions set forth in this RFP.

RFP Schedule

Activity Date
RFP Distribution April 28
RFP Responses Due May 19
Proposal Review May 19 – June 4
Interviews (if necessary) June 7 – 9
Select Broker / Consultant June 11
Relationship Effective Date July 1

Background of The University of New Mexico Foundation, Inc.

The Foundation is a non-profit corporation that solicits, receives, invests, and manages private gifts and grants for the benefit of the University of New Mexico (“University”).  The Foundation employs approximately 80 employees, 79 of which are considered full-time working at least 30 hours a week. Currently there are 69 participants enrolled in the benefits program.  Please visit our website at https://www.unmfund.org for additional information.

Only employees considered full-time are eligible to participate in the following employee benefits:

Benefit Premiums
Medical Premiums shared between employee and employer
Dental Premiums shared between employee and employer
Vision Paid by employee
Long-term Disability Paid by employer
Life/AD&D Paid by employer
Voluntary Life/AD&D Paid by employee
Flexible Spending (medical and dependent) Employee Contributions
Health Savings Account Employee and Employer Contributions
Critical Illness Paid by employee
Accident Paid by employee
Pet Paid by employee
Wellness Programs Costs shared between employee and employer

 

Proposal Guidelines

Please respond as outlined in this RFP and observe the following guidelines:

  • Respond to questions as directly as possible along with any supporting information you feel will be pertinent to these questions.
  • Electronic submissions must be emailed to Doyle@unmfund.orgno later than 5 PM MST, Wednesday, May 19, 2021.
  • Our final broker selection will be made based on our evaluation of the criteria outlined below:
Factors Point Range
Organization and Experience 0 – 10
Personnel 0 – 20
Expertise 0 – 30
Innovation 0 – 10
Fees and Independence 0 – 20
Clients 0 – 10
Maximum Points 100

 

  • Submission of a proposal will be construed to imply agreement in advance of the respondent’s capability of providing the full range of services outlined in this RFP. Brochures, photos, annual reports, or any other appropriate printed material may be included in your proposal. The proposal package should be kept as brief as possible, however, with the subject areas clearly defined.

Minimum Qualifications

All brokerage firms submitting a proposal must:

  • Be licensed to do business in New Mexico.
  • Have the expertise, licenses, and resources to provide Employee Benefit broker/consulting services for the Foundation’s current and future operations.
  • Consistently maintain and allocate sufficient staffing resources to provide timely service for the Foundation’s Employee Benefit broker/consulting service’s needs.
  • Maintain staff who are qualified and available to provide specialized technical expertise in various disciplines, as necessary.

Respondents may not contact the insurance marketplace nor discuss our account with underwriters until we have made our final broker selection. 

Scope of Services

The Foundation is looking for a benefits partner that can provide professional, highly qualified benefits guidance and services. This includes, but is not limited to:

  • Develop short- and long-range employee benefit goals and strategies.
  • Partner with the Human Resources and Benefits team at the Foundation in the administration of all group insurance plans including responding to questions from and providing information to employees and providing other benefits-related advisory services throughout the plan year.
  • Review and analyze claims experience, claim service, and claim administration to ensure maximum benefit to the Foundation.
  • Determine and recommend the most cost-efficient funding methods for benefit programs.
  • Prepare bid specifications and solicit proposals, as needed, from insurance markets that specialize in group insurance plans.
  • Evaluate bids and bidders, including administration, coverage, claim payment procedures, customer service, networks, reserve establishment policies and financial solvency.
  • Provide the Foundation with in-depth analysis of proposed alternatives and assist with the process of selecting the most favorable annual renewal options.
  • Apprise the Foundation of local and national benefit trends and provide benchmark survey data to help calibrate program offerings with employee and employer costs compared to similar organizations.
  • Meet with and provide reports and presentations to various Foundation representatives.
  • Assist the Foundation with the implementation and communication of new programs or changes to existing programs, which may include attending and presenting information at Open Enrollment meetings when requested.
  • Work closely with the human resources team to develop and execute the benefits communication strategy.
  • Partner with the Foundation to independently monitor performance for the vendors that provide insurance or related services to the Foundation.
  • Research and report any new developments in the employee benefits arena on an ongoing basis.
  • Recommend innovative ideas and new products, programs, and services to ensure a competitive, valued, and cost-effective benefits program.
  • Introduce proven programs and ideas to aggressively manage healthcare costs.
  • Introduce proven programs and ideas to enhance the Foundation’s corporate culture and improve employee productivity and morale.
  • Educate and advise on Healthcare Reform updates and the key strategic decisions that the Foundation should consider.

Questionnaire

Organization and Experience

1. Provide a brief history of your firm including size, volume of business, locations, number of years in business, and business and service philosophy.
2. Describe the visibility and influence of your firm in the employee benefits field.
3. Describe what makes your firm uniquely qualified to work on our account.
4. Provide an example of how your firm is taking a leadership role within the industry.
5. What size clients does your firm generally support?
6. Describe your experience with clients with multiple locations in multiple states.
7. Why do clients leave your organization?
8. Do you have a method or process in place to gauge client satisfaction?
9. If your firm is selected, how would you propose we transition our account?
10. Describe how your firm promotes a diverse workplace.

Personnel

11. Describe the proposed team that would work with the Foundation and provide information about the qualifications and expertise of each team member.
12. Describe your approach to the ongoing training of your staff.
13. How often does your team meet with your clients and for what purposes?

Expertise

14. Provide an overview of your account support and administration services, including enrollment coordination and ongoing support for UNMF employees.
15. In your opinion, what are the two major challenges companies our size face and how will your firm help meet these challenges?
16. Describe your process for negotiating renewals. Be prepared to share examples of your success in negotiating renewals.
17. Describe your underwriting and actuarial resources.
18. Describe any special analysis that you would provide to help manage our programs.
19. Describe your experience managing employee claims escalation.
20. Describe your experience assisting clients with complicated administrative issues and fostering positive resolution.
21. Describe your standard package of employee communications services. Please provide samples.
22. How do you support your clients in ensuring their employee benefits programs remain compliant with all federal and state laws?
23. Describe how your firm maintains client records in a HIPAA secure environment.
24. Do you have in-house legal advisors or outside counsel who provide guidance to you and your clients?
25. Describe methods you employ to disseminate information about current trends and legislation. Please provide examples.

Innovation

26. Describe innovative ideas and new products, programs, and services that you have implemented for clients, to ensure a competitive, valued, and cost-effective benefits program.
27. Describe the most significant opportunity for employers who provide benefits to employees.
28. Describe services you provide to assist with benefits benchmarking.
29. Describe your consulting and educational services in the area of benefits and compliance.
30. Describe your use of technology to support online employee services and education.
31. Describe any additional services offered by your company that may be of interest to the Foundation.

Corporate Wellness

32. Does your company provide and/or support corporate wellness initiatives?
33. Describe any programs that you provide to your clients that foster employee wellness.

Compensation and Independence

34. Describe how you expect to be compensated for the services outlined in this proposal.Include the total amount that would be paid by insurance companies and the total cost that would be paid directly by the Foundation.
35. List your firm’s largest five insurance company revenue sources. For each, list the company name and the 2020 calendar year revenue that the company paid to your firm (in dollars and as a percentage of your firms’ total revenue).
36. Describe how your firm maintains its independence and objectivity when evaluating and recommending benefit plans.
37. Describe the minimum contract period and the terms of the contract.

Clients

38. Provide three references from current clients, preferably of similar size and/or need and complexity to the Foundation. For each reference please include:
• Number of employees
• Number/type of plans
• Length of servicing relationship
• Contact name, title, and phone number