ORANGE COUNTY HEAD START, INC.
REQUEST FOR LETTERS OF INTEREST FROM
HEALTH INSURANCE BROKERAGE SERVICES
REQUEST FOR LOI ISSUE DATE: July 12 2010
REQUEST FOR LOI DUE DATE: August 9, 2010
TIME: 3:00 PM
RETURN LOI TO: Attn: Purchasing Department/HLTHBRO-10
Orange County Head Start, Inc.
Administration office
2501 S. Pullman Street, Suite 100
Santa Ana, CA 92705
FAX or E-MAIL QUESTIONS TO: Fax 949.596.8294
Purchasing Department
Orange County Head Start, Inc.
1.0 GENERAL INFORMATION
Orange Country Head Start, Inc. herein “OCHS” is currently soliciting Letters of Interest (LOI) from Health Insurance Brokerage Firms herein “Broker” to provide basic service(s) to include: Assist OCHS in obtaining fair pricing and adequate health insurance coverage and offer the following: Management Resources and Value-Added Services such as publications, seminars, training, and education.
All LOI must be received by no later than 3:00 PM PST, Monday, August 6, 2010 at the OCHS Administration Office.
The date and time will be marked on the LOI as they are received by OCHS. LOI received after the specified deadline may be rejected and considered non-responsive and or non-responsible.
This solicitation does not commit OCHS to award a contract, to pay costs incurred in the preparation of LOI, proposals, or to procure goods or services.
As a result of your response to this request for LOI, OCHS will select most qualified broker(s) and request prospective firm(s) to provide a brief presentation before a panel which may include: OCHS’ Human Resources Department, OCHS’ Management and OCHS’ Officer(s). Qualified candidate(s) will be selected based upon their ability to meet OCHS’ criteria as defined in 5.0 EVALUATION and 6.0 CONTRACT AWARD & NOTIFICATION.
2.0 SPECIFICATIONS
LOI Specifications:
Responses are to be submitted complete, clear and carefully worded. Appendix G – Qualifications Questionnaire must be completed on the form provided. LOI must convey all information requested by OCHS. If a LOI contains less than the required information, or if the LOI fails to conform to the essential requirements of the LOI, OCHS may declare the proposal non-responsive and or non-responsible.
When submitting a LOI, all pages must be completed and signed by an agent authorized to make an offer for their company.
Coverage Specifications: to 450+ employees
(HMO & PPO) Medical Health Care Plan(s)
Vision Health Care Plan(s)
Dental Health Care Plan(s)
Dependent Care Spending Account(s)
Health Care Spending Account(s)
Life Insurance Plan(s)
Identify Theft Plan(s)
Other Coverage (recommendations may come from broker)
3.0 TERMS AND CONDITIONS
Assignment:
‘Broker of Record’ shall not assign or otherwise transfer this contract or any right or obligation hereunder without the prior written consent of OCHS.
General Contract Provisions:
Compliance
All items furnished must comply in all respects to the standards and regulations established by Federal and California State Laws. Broker must comply with all applicable standards, orders, or requirements issued under section 306 of the Clean Air Act (42 U.S.C 1837(h)), section 508 of the Clean Water Act (33 U.S.C 1368), Executive Order 11738, Davis-Bacon Act (40 U.S.C. 276a to a-7) and (29 CFR part 5), Environmental Protection Agency regulations (40 CFR), and OSHA Enforcement Procedures for Occupational Exposure to Bloodbourne Pathogens Standard (29 CFR 1910.1030.)
As applicable, compliance shall also be met within the requirements of Education Code Section 45125.1 and Health and Safety Code Section 1596.871, including but not limited to the following:
1. Obtain California Department of Justice (CDOJ) clearance for contract personnel as required.
2. Prohibit its employees from coming in contact with children until CDOJ clearance is ascertained.
3. Certify in writing to the OCHS that none of its employees who may come in contact with children have been convicted of a violent or serious felony.
4. Provide a list of the names of its employees who may come in contact with children to OCHS. This list shall be timely revised and shall be by school site as appropriate.
OCHS retains the right to take any and all actions deemed necessary to comply with Federal and State regulations stated herein.
Non-Discrimination
Broker will not discriminate against any employee or applicant for employment because of race, color, sex, national origin, religion, age, handicap or veteran status. Broker will, where appropriate or required, take affirmative action to ensure that applicants are employed, and that employees are treated, during employment, without regard to their race, color, sex, or national origin. Broker will cooperate with OCHS in using vendor’s best efforts to ensure that disadvantaged business enterprises are afforded the maximum opportunity to compete for subcontracts or work under this contract.
Indemnification & Hold Harmless Agreement
Broker shall hold harmless and indemnify OCHS, its officers, agents, and employees, from every claim or demand made by reason of:
a) Any injury to person or property sustained by the Broker or by any person, firm, corporation or other entity rendering any services under this contract in behalf of the Broker, either directly or indirectly, however caused.
b) Any injury to person or property sustained by any person, firm, corporation or other entity, caused by or resulting from any act, neglect, default, or omission of the Broker or of any person, firm, corporation or other entity performing any services in connection with this contract on behalf of the vendor.
Service Fees & Other Charges:
No service fees or additional costs will be invoiced to OCHS by the Broker during the term of this contract (except as described in this Request for LOI or mutually agreed upon in writing).
The broker, at the broker’s sole expense, shall procure, post, and keep valid, all permits or licenses necessary for performance of this contract.
Termination:
This Request for LOI in no manner obligates OCHS to the eventual purchase of any goods or services described, implied, or which may be proposed, until confirmed by a notice of Contract Award. Progress towards this end is solely at the discretion of OCHS, and may be terminated without penalty or obligation at any time prior to the notification of award. OCHS reserves the right to cancel this Request for LOI at any time, for any reason, and to reject any or all proposals.
If at any time prior to the closing date and time for the Request for LOI, a Broker decides to withdraw their LOI, written notice shall be given via email, US mail or courier service to: Mai Hoang, Contracts & Procurement Manager, OCHS, Inc. Administration Office 2501 S. Pullman Street, Suite 100 Santa Ana, CA 92705. E-mail request to
Brokers may terminate any contract resulting from this Request for LOI upon ten days prior written notification and acknowledgement by OCHS. Termination may be for cause or convenience as deemed appropriate.
OCHS at its sole discretion may terminate this contract upon ten days prior written notification to Broker. Termination may be as a result of OCHS determination that the Broker’s performance is unsatisfactory, or that the Broker has violated any of the terms or provisions of this contract, or in the event that a continuing pattern of violations are committed, regardless if corrected in the proper manner, or in the event the Broker becomes insolvent.
OCHS reserves the right to request correction of any breach of term or condition by the Broker prior to exercising OCHS’ right to terminate this contract. However, any request for correction shall not act to waive OCHS’ right to terminate this contract if OCHS’ terms of corrections are not performed to the satisfaction of OCHS.
4.0 LETTER OF INTEREST (LOI) FORMAT
Vendors are required to submit one hard-copy of their LOI marked “Master” containing original signatures and three additional hard-copies of their LOI marked “Copy”. The sealed envelope will be addressed as follows:
Attn: Purchasing Department/HLTHBRO-10
Orange County Head Start, Inc.
Administration office
2501 S. Pullman Street, Suite 100
Santa Ana, CA 92705
Each Proposal package must contain the following documents:
1. Letter of Interest (LOI)
2. Appendix A – Agreement Signature Page (use form provided)
3. Appendix B – Price Schedule (Commission/Fee Schedules/Value-Added Services Fee Schedule) (on Broker letterhead)
4. Appendix C – Written Assurance of Commencement of Service (on Broker letterhead)
5. Appendix D - Minimum Insurance Requirements (OCHS’ Requirements)
6. Appendix E – Insurance Certificate(s) (broker to provide evidence of insurance)
6. Appendix F - Non-Collusion Affidavit (use form provided)
7. Appendix G – Qualifications Questionnaire (use form provided)
5.0 PROPOSAL EVALUATION
To qualify for consideration, a LOI must be responsive, must have been submitted on time, and must materially satisfy all mandatory requirements identified throughout the Request for LOI. To be considered responsive, a proposal must reasonably and substantially conform to all of the specified requirements in the Request for LOI in the judgment of OCHS. Any deviation from requirements indicated herein must be stated on an attached sheet(s). Otherwise, it will be considered that proposals are in strict compliance with all requirements, and any awarded Broker will be held responsible therefore.
Please read through all sections of the Request for LOI carefully and provide the information as requested. Although it is the intent of OCHS to award a single contract as a result of this solicitation, OCHS reserves the right to split the award based on what is most advantageous in price and or service. The overall criteria that will be used to evaluate your proposal will include:
Element / Weighting (out of 100 points)Price (Commission, Fees for Management Resources and Value-Added Services) / 25 points
Product Breadth and Scope (Management Resources and Value-Added Services) / 30 points
Vendor Stability / 10 points
Thoroughness of LOI Response / 10 points
Experience & Classification / 20 points
Small Business Owner / 2.5 points
Minority-Owned Business / 2.5 points
6.0 CONTRACT AWARD AND NOTIFICATION
Consideration will be given to the price (commissions and fee schedules), suitability of products and or services being offered, responsiveness to OCHS’ Request for LOI specifications, stability, past experience and the broker’s business classification (i.e. specializations in Non-Profit Organizations, School District(s), etc.) Most qualified firm(s) will be requested to conduct the bid process for obtaining health & other insurance plan(s).
Upon written approval and authorization to proceed from OCHS, appointed broker(s) shall seek quotations for coverage from OCHS approved insurance carrier(s) and perform the required cost or price analysis and provide to OCHS a recommendation for health insurance plan(s). Broker shall agree to represent OCHS to obtain the most fair price and adequate coverage that can be maintained over the long-term.
7.0 ERRORS AND OMISSIONS
Submission of a proposal will be considered as conclusive evidence that vendors are knowledgeable of all applicable terms and conditions, product or service specifications, and pricing requirements contained herein.
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