Los Angeles Unified School District
LOS ANGELES UNIFIED SCHOOL DISTRICT
REQUEST FOR PROPOSALS
DENTAL BENEFITS
RFP No. 2000001011
Date Issued: March 9, 2016
March 9, 2016
KEY EVENTS SCHEDULE
The anticipated schedule for completion of this procurement is shown below. The dates are subject to change.
RFP Posted / March 9, 2016Bidder’s Signed Census Data Confidentiality Agreement to:
/ Recommended Respondents Submit by
March 14, 2016, NOON (PDT)
Prior to Pre-Proposal Conference & Deadline for Questions
Pre-Proposal Conference
(Beaudry Bldg., 28th Floor, #196) / March 15, 2016, 9:45 – 10:45 A.M. (PDT)
Please RSVP & Email Attendee Names
Deadline for Final Written Questions / March 16, 2016, 4.00 P.M. (PDT)
Responses to Questions / March 22, 2016
Bidder’s Signed Intent to Bid to:
/ Recommended Respondents Submit by
March 23, 2016, 4:00 P.M. (PDT)
Proposal Due Date / April 7, 2016, 4:00 P.M. (PDT)
Tentative Finalist(s) Interview Dates
(Proposers: Please HOLD dates.) / May 10, May 11 &/orMay 12
(To be finalized at future date.)
Targeted Board of Education
Approval Date / July 2016
Contract Execution Date / July 28, 2016 (no later than)
LAUSD Benefits Administration Team: Commences Preparation of Open Enrollment Materials / August 2016
LAUSD Open Enrollment Materials sent to Printer / September 2016
LAUSD Open Enrollment Materials Mailed to Employees & Retirees / October 2016
LAUSD Open Enrollment Period / November 2016
Contract Performance Date Effective
(Option Years are at discretion of LAUSD and HBC Recommendation) / January 1, 2017 (Three Years plus Two Option Years)
ALL DEADLINES ARE FINAL AND NO REQUESTS FOR EXTENSIONS WILL BE GRANTED
March 9, 2016
Re:Request for Dental Services ProposalsProposal Due Date: April 7, 2016
The Los Angeles Unified School District (District), in collaboration with Segal Consulting (Segal), the District’s outside technical advisor, seeks proposals from qualified firms to provide dental care insurance for its employees and retireesto provide the dental care program currently provided by MetLife, as well as alternate proposals. This RFP has been divided into Sections which outline the items that are to be included in your submission (refer to Table of Contents). Census information will be E-mailed upon receipt by Segal of a completed and signed Confidentiality Agreement. Please note the recommended due date for this form.
Your proposal must anticipate that your company will provide those services outlined in this RFP without exception unless said exception is specifically identified in your response. Any deviations from the specifications should be clearly noted and may disqualify your proposal as not responsive.
The District reserves the right to offer awards of contract to multiple Bidders for any, or all, plans of
benefits contained in this RFP. The District reserves the right to award or not to award, either in whole or
in part, any or all of the requirements listed in this RFP.
Respond to all questions in this RFP. DO NOT ALTER THE QUESTIONS. Miss-numbered, incomplete or unanswered questions may disqualify your proposal as not responsive.
The Fee Quotation Form(s) included in the RFP must be used for all cost and rate information. Information provided in any other format will not be accepted. Footnotes to the form(s) may be used to provide supplemental explanations, if necessary.
A network disruption analysis will be conducted with respect to providers utilized. In order to be considered, your company must provide Segal the appropriate data regarding your providers, in the format specified.
All bids must be submitted without any commissions included. No commissions, over-ride payments, finder’s fees or ancillary payments are to be made to any party on behalf of a contract issued to your company to provide these benefits. Violation of this requirement will invalidate your proposal or contract with the District.
This RFP is copyrighted and is the property of the District. It is used by those companies, organizations, and individuals solely for the purpose of preparing quotations for the plans described herein. Also, note Section 164.514(g) of HIPAA privacy rules states that the issuer or HMO may not use or disclose the individually identifiable health information for any other purpose, except as may be required by law. Your cooperation is appreciated.
Attachments
5420589v1/07126.028
LAUSD RFP No. 20000010115420589v1/07126.028
Los Angeles Unified School District
INTENT TO BID FORM
Recommended Respondents Submit by
March 23, 2016, 4:00 P.M. (PDT)
A scanned signed copy to:
ATTN:LAUSD DENTAL RFP No. 2000001011
RE:Request for Proposals (RFP) for LOS ANGELES UNIFIED SCHOOL DISTRICT
PLEASE BE ADVISED THAT THE UNDERSIGNED INTENDS TO SUBMIT A PROPOSAL FOR THE IDENTIFIED BENEFITS
Check the box or boxes next to the coverage for which your company intends to submit a bid:
Yes / No / Reason for DeclineDMO Plan
DPO (PPO) Plan
A signed confidentiality agreement is required before census data will be released. If you request changes to this agreement, it will require the District’s review and concurrence which will delay the release of the census information.
Note: If the Bidder has submitted a signed confidentiality agreement for the previous Dental RFP (2000000993), that Confidentiality Agreement will be accepted, however, a copy must be sent to the designated individual, Alma Gonzalez of the District
Signed confidentiality agreement was submitted by the recommended deadline of March 14, 2016.
If not, specify date of submittal of confidentiality agreement: ______
Name of Company:______
Primary Contact Name:______
Primary Contact Phone:______
Primary Contact Email:______
Signature:______
Los Angeles Unified School District
Recommended Respondents Submit by
March 14, 2016, 4:00 P.M. (PDT)
Confidentiality Agreement to be used by Prospective Proposers
Responding to RFPNo.2000001011
Send Directly to:
This confidentiality agreement is between the Los Angeles Unified School District and The Segal Group, Inc., the parent of The Segal Company, on behalf of The Segal Company operating subsidiaries, (hereafter “Segal”) and______, on behalf of itself and all of its subsidiaries and affiliates, (hereafter “Bidder”) and is executed in connection with various bids that Bidder intends to submit to the District in response to RFPs issued by the District.
In order to prepare a responsive bid, Bidder needs to receive certain Client health plan information and data, including individually identifiable health information pertaining to Client health plan participants and beneficiaries, as well as Segal Proprietary Information consisting of the RFP questionnaire/RFI specifications, and any associated financial spreadsheets (collectively “Proprietary Information”). The District, Segal and Bidder agree that the term “individually identifiable health information” refers to any health information that is not “de-identified,” as defined in 45 C.F.R. Section 164.514(b)(2). The District via Segal agrees to provide the necessary Proprietary Information in connection with this RFP, and Bidder agrees as follows:
1. Bidder will use this Proprietary Information only for the purpose of preparing Bidder’s response to the District’s RFP.
2. Bidder agrees that only those individuals employed by Bidder who have a need to know this information to prepare a bid and have been made aware of the terms of this Agreement and have agreed to abide by its terms will have access to the Proprietary Information provided by the District via Segal (“Bidder’s Representatives”).
3. Neither Bidder nor any of its Representatives will disclose the Proprietary Information to any person
or entity outside of Bidder, unless such a disclosure is: (a) necessary to prepare a bid and the recipient first executes a confidentiality agreement with provisions equivalent to this one; or (b) required by law.
4. Bidder agrees to use commercially reasonable efforts to maintain the security of the Proprietary Information.
5. Bidder will return the Proprietary Information to the District via Segal or destroy it upon completion of the bid process if such return or destruction is feasible. If Bidder determines that return or destruction of some or all of the information is not feasible, Bidder agrees to: (a) inform the District and Segal of the specific reason(s) that make return or destruction not feasible; (b) extend the protections of this Agreement to any retained information for as long as Bidder retains it; and (c) limit further uses or disclosures to those that make the return or destruction infeasible.
6. Bidder will report to the District and Segal any use and/or disclosure of Proprietary Information that is not permitted by this Agreement.
7. Bidder shall regard and preserve as confidential all Proprietary Information that has been or may be obtained by Bidder in the course of any bid, whether Bidder has such information in Bidder’s memory, or in writing or in other physical form. Bidder shall not, without written authority from the District via Segal, use any Proprietary Information for Bidder’s benefit or Bidder’s purposes, either during the bid process or thereafter.
8. With respect to each RFP and the Proprietary Information disclosed in connection therewith, the obligations of Bidder assumed in this Agreement shall continue beyond the completion of the bid process.
9. Bidder shall and does hereby indemnify, defend and hold harmless the District and Segal, and their respective officers, directors, employees and shareholders from and against any and all claims, demands, losses, costs, expenses, obligations, liabilities, damages, recoveries, and deficiencies, including interest, penalties, and reasonable attorney fees and costs, that the District or Segal may incur or suffer and that result from, or are related to, any breach or failure of Bidder and Bidder’s Representatives to perform any of the representations, warranties and agreements contained in this Agreement that pertain to individually identifiable health information. Bidder shall also and does hereby indemnify, defend and hold harmless the District and Segal from and against any and all claims, demands, losses, costs, expenses, obligations, liabilities, damages, recoveries, and deficiencies, including interest, penalties, and reasonable attorney fees and costs that the District may incur or suffer and that result from, or are related to, any breach or failure of Bidder and Bidder’s Representatives to perform any of the representations, warranties and agreements contained in the Agreement that pertain to individually identifiable health information.
10. Bidder recognizes that any breach of the covenants contained in this Agreement would irreparably injure the District and Segal. Accordingly, the District and Segal may, in addition to pursuing its other remedies, obtain an injunction from any court having jurisdiction of the matter restraining any further violation and no bond or other security shall be required in connection with such injunction.
11. If any of the provisions herein become invalid or are declared invalid, such determination of invalidity as to the clause(s) shall not affect the other provisions of this Agreement. If any provision of this Agreement should be held invalid or unenforceable, the remaining provisions shall be unaffected by such a holding. If any provision is found inapplicable to any person or circumstance, it shall nevertheless remain applicable to all other persons and circumstances.
12. This Agreement shall be binding upon the District, Segal and Bidder and their respective successors, assigns, heirs, executors and administrators.
13. This Agreement contains the entire understanding of the parties hereto and supersedes all previous communications, representations, or agreements, oral or written, with respect to the subject matter hereof. No failure to exercise nor any delays in exercising any right or remedy hereunder shall operate as a waiver thereof; nor shall any single or partial exercise of any right or remedy hereunder preclude any other or further exercise thereof or the exercise of any other right or remedy. Neither this Agreement nor any of its provisions may be amended, supplemented, changed, waived or rescinded except by a written instrument signed by the party against whom enforcement thereof is sought. No waiver of any right or remedy hereunder on any one occasion shall extend to any subsequent or other matter.
Intending to be legally bound, the Parties have executed this Agreement.
The Segal Group, Inc.Bidder
Signed: ______Signed: ______
Print Name: ______Print Name: ______
Title: ______Title: ______
Date: ______Date: ______
Email Address:
______
Los Angeles Unified School District
Signed: ______
Print Name: Alma D. González______
Title: Asst. Contract Administration Manager
Date: ______
SECTION I / BIDDING INSTRUCTIONS
SECTION II / BACKGROUND
SECTION III / PLAN COMPARISON SUMMARY
SECTION IV / FEE QUOTATION FORMS
SECTION V / VENDOR INFORMATION SHEET, REFERENCES & INSTRUCTIONS FOR SEALED REFERENCE LETTERS
SECTION VI / QUESTIONNAIRE
SECTION VII / APPENDIX
- CLAIMS EXPERIENCE
B. ELIGIBILITY RULES
C. LAUSD CONTRACTOR CODE OF CONDUCT
D. LAUSD ETHICS AND INTEGRITY CERTIFICATION
E. LAUSD TERMS AND CONDITIONS
F. SMALL BUSINESS ENTERPRISE UTILIZATION REPORT
G. LAUSD Work-based LearningPartnership CommitmentEVALUATION CRITERIA
H. PERFORMANCE GUARANTEES
I. EVIDENCE OF COVERAGE DOCUMENTS
J. ADA PROCEDURE CODE TABLE
K. LAUSD DISABLED VETERAN BUSINESS ENTERPRISE
(DVBE) PROGRAM
Los Angeles Unified School District
SECTION I
BIDDING INSTRUCTIONS
A.General Instructions From the District
1.EXAMINATION OF RFP DOCUMENTS: Proposer shall be solely responsible for examining the enclosed RFP Documents, including any Addenda issued during the proposal period and for informing itself with respect to any and all conditions which may in any way affect the amount or nature of the proposal or the performance of the Services in the event Proposer is selected. No relief for error or omission will be given.
2.INTERPRETATION OF RFP DOCUMENTS: Prospective Proposers with questions regarding interpretation or clarification of the RFP document shall put all questions in writing and submit them via email or fax to the authorized contacts identified in the RFP. Any responses to requests for interpretation or clarification which require a change in scope or RFP requirements will be in writing via addendum and made available only to the listed plan holders of the RFP Documents.
Proposer shall acknowledge receipt of any and all Addenda in its Cover Letter. The District shall not be bound by and Proposer shall not rely on any oral interpretation or clarification of the RFP Documents.
3.PREPARATION OF PROPOSAL: The proposal shall be formatted in accordance with the requirements specified in this RFP. All proposals shall be prepared by and at the expense of the Proposer. The Proposer shall identify any proposal content considered to be proprietary or trade secret in main proposal, as well as in alternate proposal.
4.MODIFICATIONS AND ALTERNATE PROPOSALS: The Proposer shall submit its basic proposal in strict conformity with the requirements of the RFP Document. Proposers are cautioned to limit exceptions, conditions, limitations or provisions attached to a proposal as they may be determined sufficiently significant to cause its rejection.
In addition to submitting proposals that conform in every respect to the requirements of this RFP, proposers may also submit alternate proposals to this RFP as complete “separate” offers if the alternate proposals offer technical improvements or modifications that are to the overall benefit of the District, including cost savings and improved benefits to the District’s employees and retirees. Such enhancements or modifications may include but are not limited to a PPO option with higher annual maximum benefit amounts or any other feature that is considered an enhanced benefit for employees and retirees under the PPO and DHMO plans.The District reserves the right to accept or reject any alternate proposal. Oral, e-mailed, faxed, or telephonic proposals and/or modifications will not be considered. Alternative proposals will not be part of the evaluation process unless otherwise noted.
5. ADDENDA: The District and Segal reserve the right to revise the RFP Documents prior to the proposal submittal due date. Such revisions, if any, will be made by addenda to this RFP. Copies of such addenda will be furnished, to all those who have that registered for this RFP on the LAUSE Vendor Registration Website at:
If an addendum includes significant changes, the proposal submittal due date may be postponed by a number of days that the District and Segal consider appropriate for Proposers to revise their proposals. The announcement of a new date, if any, will be included in the addendum. In any event, the last addendum will be issued no later than three (3) working days prior to the proposal submittal due date.
Proposers shall acknowledge receipt of all addenda to the RFP Documents in their proposal Letter.
6.SIGNING OF PROPOSAL AND AUTHORIZATION TO NEGOTIATE: All proposals submitted shall be executed by Proposer. In addition, Proposer must identify those persons authorized to negotiate on its behalf with the District in connection with this RFP.
7.WITHDRAWAL OF PROPOSALS: A proposal may be withdrawn by the Proposer by means of a written request signed by the Proposer. Such written request shall be delivered to the authorized contacts identified in the RFP prior to the date and time for submittal of proposals.
8.INSURANCE REQUIREMENTS: As part of its proposal, the Proposer shall provide the District with satisfactory evidence of insurance coverage as indicated in the RFP Document, and that such coverage is in full force by providingproperly executed Certificates of Insurance. Or,if the Proposer will obtainthe required insurance coverage prior to issuance of the executed contract, a letter issued by the Proposer’s insurance agent or broker maybe used to demonstrate satisfactory intent to provide coverage.However, properly executed Certificates of Insurance indicating the required coverage are in full force must then be provided prior to receipt of fully executed contract.
9.SUBMISSION OF PROPOSAL: Each proposal submitted by Proposer shall be delivered according to the written instructions in the RFP, Sections I-A and I-B. It is the Proposer's sole responsibility to assure that its proposal is received as stipulated. The District may leave unopened any proposal received after the date and time for receipt of proposals. Any such unopened proposal may be returned to the Proposer. Whether a proposer uses UPS, USPS, FedEx, or hand-delivery, the proposer is 100% responsible for delivering the proposal to the location named in the RFP, on or before the required date and time.
10.PROPOSAL EVALUATION PROCESS: The proposal evaluation period will close upon the review and evaluation of RFP Documents. Neither the District nor Segal will give notice, to the Proposers, of the close of the proposal evaluation process. A proposal not meeting the requirements may be rejected as being non-responsive and non-responsible.