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Lake ArrowheadCommunity Services DistrictHuman Resources DepartmentREQUEST FOR PROPOSALS 2015FOREMPLOYEE BENEFITS BROKERAGE & CONSULTINGSERVICESApril 27, 2015Proposals must be received by LACSDby 2:00 p.m. local time on May 29, 2015With this Request for Proposals (“RFP”), Lake Arrowhead Community Services District(“LACSD”)is requesting proposals (“Proposals”) from qualified consultants (“Respondents”) forthe following:Employee Benefits Brokerage & Consulting ServicesThe purpose of the Proposal is to demonstrate the qualifications, competence and capacity ofRespondent to perform the work or provide the services described in this RFP, in conformity with
Request for Proposals 2015Employee Benefits Brokerage & Consulting ServicesApril 23, 2015the requirements of this RFP. The Proposal should demonstrate the qualifications of theRespondent and of the particular staff to be assigned to this project. It should also describe aspecific approach that will meet the RFP requirements.The successful Respondent will be expected to execute the Professional Services Agreementincluded with this RFP.1.Introduction1.1About Lake Arrowhead Community Services DistrictIn 1891, a group of Ohio businessmen acquired the area for construction of areservoir to supply irrigation water to the Southern California lowlands. The Arrowhead ReservoirCompany was formed in that year with James Morris Gamble, of Proctor and Gamble, asPresident. In 1891 the company commenced construction of a dam at the east end of Little BearValley.In 1905 the property was transferred to a new company, Arrowhead Reservoir andPower Company. Lake Arrowhead is the result of the new company’s 185 foot high semihydraulic earth-filled dam constructed between 1895 and 1915.The dam was completed in 1915 and the lake continued filling until 1923. As aresult of a court decision, which prevented delivery of the stored water to customers outside thenatural watershed area, the Arrowhead Reservoir and Power Company ceased operations in1921 and sold its water rights to the Arrowhead Lake Company.The Arrowhead Lake Company, a corporation formed by a group of Los Angelesbusinessmen, including J.V. Van Nuys, and John O’Melveny, bought Little Bear Lake and thesurrounding properties, and changed the name to Lake Arrowhead and Arrowhead Woodsrespectively. The name was derived from a rock formation in the shape of an arrowhead on theface of the San Bernardino Mountains above Arrowhead Hot Springs. During the ownership ofthe Arrowhead Lake Company, approximately 20 percent of the land nearest the lake wasdeveloped, and a nine-hole golf course was built on the site of the present Lake ArrowheadCountry Club.The Arrowhead Lake Company successfully applied to the Railroad Commission(forerunner to the California Public Utilities Commission) to issue bonds to purchase the domesticwater system and turned those rights over to the Arrowhead Utility Company. During its first yearof operation, the utility served 103 domestic customers.In 1946, the Arrowhead Lake Company was sold to the Los Angeles Turf Club,which was subsequently sold to the Lake Arrowhead Development Corporation in 1960. In 1967,the Lake Arrowhead Development Corporation merged with Boise Cascade, but continued toPage 2LACSD-667.1 (PSA-RFP)1/14
Request for Proposals 2015Employee Benefits Brokerage & Consulting ServicesApril 23, 2015operate the Arrowhead Utility Company until 1971 when the utility was sold to another company,LADC.In 1971, as a result of the Sylmar Earthquake, the California Department of WaterResources, Division of Safety of Dams, ordered that all hydraulic-fill dams in the State of Californiabe tested and evaluated for seismic stability. After an evaluation was done of the existing dam,it was determined that a second dam should be constructed to insure safety. Construction of thatdam began in 1975 and was completed in 1977. That dam (Lake Papoose) was paid for byArrowhead Woods property owners.In 1973, the LADC went bankrupt and the water rights diverted back to BoiseCascade which quitclaimed the water rights to the Arrowhead Utility Company in 1975.The Lake Arrowhead Community Services District was formed in 1978 and theArrowhead Utility Company quitclaimed all water rights to the District.The water rights that were quitclaimed to the District in 1978 by the ArrowheadUtility Company were challenged in 2003 and ultimately settled by the State Water ResourcesControl Board in 2006. As a result, the District has the right to withdraw a maximum 1,566 acrefeet per year from the lake. The District also has an agreement with the ALA regarding lakewithdrawls.Today, the District serves approximately 7,800 water customers and 10,500wastewater customers. Initially in the 1920’s and 1930’s the area was mainly a resort withsummer cottages. However, over the years, Lake Arrowhead has become an area of permanent,semi-permanent and seasonal character.NOTE: Lake Arrowhead itself is owned and operated by the ALA.LACSD Administration office is located at the Blue Jay Office Building, 27307State Highway 189, Blue Jay, CA 92317. Our mailing address is PO Box 700, Lake Arrowhead,CA 92352.1.2DescriptionEmployee Benefits Brokerage & Consulting Services1.3Services ScheduleLACSD intends to initiate these services on June 15, 2015. Thereafter, the Districtreserves the right, at its sole option, to renew the contract or the option to send an RFP forEmploye Benefits Brokerage & Consulting Services in conjuction with our annual benefit openenrollment period. Respondents to this RFP must be able and willing to commit the necessaryresources to complete the project within this timeframe.Page 3LACSD-667.1 (PSA-RFP)1/14
Request for Proposals 2015Employee Benefits Brokerage & Consulting Services1.4April 23, 2015PurposeThe purpose of this Request for Proposals (RFP) is to solicit offers from qualifiedemployee benefits insurance brokers to provide brokerage and consulting services to theLake Arrowhead Community Services District (“LACSD” or “District”) in support of theDistrict’s health and additional benefits programs.The District is looking for an insurance broker/consultant who can provide a full range ofservices related to the implementation, maintenance, analysis, improvement andcommunication of employee benefit, insurance and wellness programs.The District is particularly interested in an insurance broker/consultant who hasexperience with municipalities, who can demonstrate outstanding service, and who canoffer creative ideas and innovative approaches to group benefit plans. In addition,providing the information to be Health Care Reform/ACA/ESR compliant.Scope of Required Services1.5Summary of ServicesSuch services will include, but not be limited to: Develop long-range employee benefit goals and strategies for the District. Assist in administering group insurance plans identified above, settle disputesand other issues with carriers, analyze the effectiveness of programs and offercreative solutions to problems. Monitor ongoing contracts, including plan administrations, provider contractcompliance, provide booklets and employee education materials. Respond promptly and accurately to questions from District representative andemployees. Compliance assistance with applicable laws and regulations, advise district staffof changes in the laws and recommending solutions Act as an insurance broker/consultant on related issues, such as IRS Subsection125 and related discrimination testing, COBRA, Health Insurance Portability andAccountability Act (HIPAA), Medicare, Family and Medical Leave (FMLA),California Family Rights Act (CFRA), and Americans with Disability Act (ADA).Page 4LACSD-667.1 (PSA-RFP)1/14
Request for Proposals 2015Employee Benefits Brokerage & Consulting Services April 23, 2015o If there are fees for these services we would like to be taken out fromcommissions negotiated with the District and then Carriers.COBRA administration to include communication, enrollment, maintenance andbilling services. Determine and recommend the most economical and efficient funding methodsfor various benefits programs. Apprise District benefits representatives of local and national benefits trends,innovative ideas and recommend new products, programs and services toensure a competitive benefits program. Provide an annual review and summary of employee benefits, including analysisof quality benefits provided, cost effectiveness, competitiveness,recommendations, etc. Meet with and provide reports and update to District representatives as needed.Provide estimates of renewal rates to assist District with forecasting andbudgeting. Represent District in all negotiations with providers on all issues, including thoserelated to premiums, service, benefit levels, plan design, special terms andconditions, etc. Negotiate all changes and additions to contracts. Solicit bids from insurance markers, which specialize in group insurance plans.Evaluate bids and bidders, including claims procedures, abilities, experience andhistory, service, financial policies and stability, and identify the most beneficialpackage for the District’s needs. Assist with the creation and implementation of communication materials(pamphlets, brochures, presentations, etc.) for new of changed programs,including materials for Open Enrollment. Attend Open Enrollment meetings andprovide enrollment support as needed. Provide fulfillment services for retireesand COBRA participants. Identify, investigate, analyze and implement efficiency measures such asemployer partnerships, electronic benefits administration, and other conceptsthat have the effect of reducing the costs associated with employee benefitsprograms without reducing services to employees.Page 5LACSD-667.1 (PSA-RFP)1/14
Request for Proposals 2015Employee Benefits Brokerage & Consulting Services 2.April 23, 2015The District is looking to start a wellness program for employees.Broker/Consultant to assist in the development of this program.Possible future services may include:Retiree administration to include communication, open enrollment,maintenance, billing services and Medicare reporting/eligibility.Possibly coming out of CA SDI into a direct Short Term Disability plan with ourcurrent LTD plan coordinating.Schedule of EventsTimetable for Reviewing and Evaluating Proposals1.2.3.4.5.6.3.RFP ReleasePreproposal Requests for ClarificationProposal Due DateAnticipated Final SelectionComplete Contract NegotiationProject /15Proposal Requirements3.1Proposal FormatRespondent’s Proposal shall be clear, accurate, and comprehensive. Excessive orirrelevant materials will not be favorably received. The proposal shall be signed by an individualor individuals authorized to execute legal documents on behalf of the Respondent.Proposals shall be submitted electronically through the Planet Bids website.Proposals are to include the following items and be submitted in the format specified below:a) Cover Letterb) Executive Summary. Summarize the content of your firm’s proposal in a clearand concise manner.c) Identification of Respondent. Respondent’s legal name, background, andcontact person, including corporate office and local office address, city, state,zip code, telephone number, fax number, web site address, and e-mailaddress.Page 6LACSD-667.1 (PSA-RFP)1/14
Request for Proposals 2015Employee Benefits Brokerage & Consulting ServicesApril 23, 2015d) Proposed Scope of Services. The scope of services should reflect the Scope ofServices section of this RFP and where deviations are suggested they need tobe spelled out in the Deviations section of the Proposal.e) Personnel. Names and specific qualifications, experience, skill set fit, andappropriate licenses held, if applicable, of the primary staff and their roles tobe assigned to the LACSD account team.f) Understanding of Services. A detailed description of Respondent’s approachto the Services (see Scope of Services).g) References. Provide five (5) references regarding the Respondent’s experienceand performance performing similar services. Include the followinginformation: (1) Organization contact name, phone number, e-mail address;and (2) Project size and description, if applicable, and description of services.California Public Agency experience is preferred.h) Describe other lines of business in which your firm is engaged.i) Cost Proposal/Fees. Please advise if agreement will go beyond thecommissions that are received from the carriers. If so please include a detailedcost proposal for each phase of work inclusive of all anticipated travel, perdiem, and other incidental costs and charges. It is anticipated that a not-toexceed dollar limit will be negotiated with the successful Respondent. Costsshall be broken down by task.Describe your method of compensation for your services. This section shoulddisclose all charges to be assessed the District for the Scope of Work.For all fees, quote for the Initial Term and for each of the potential four (4)option years that may follow. The annual total fixed fees shall be inclusive ofall expenses and costs, including direct labor, indirect costs and profit.State your preference for how payments should be made (e.g., monthly,quarterly, semi-annually).Discuss how your method of compensation will be transparent and reportedto our team.Discuss if your company would accept any carrier “overrides”If selected, indicate your methods of disclosing compensation to the Districtand the frequency of that disclosure.Page 7LACSD-667.1 (PSA-RFP)1/14
Request for Proposals 2015Employee Benefits Brokerage & Consulting ServicesApril 23, 2015j) Commissions. Describe your firm’s policy on accepting contingentcommissions, or any other sources of income, revenue, consideration,compensation or overrides, in connection with services provided to yourclients. Describe your firm’s disclosure policy.If on a commission basis, indicate if your company will be taking any form ofcompensation beyond the commission built into our premium rates.k) Deviations from the RFP. Detail any proposed deviations from the scope ofservices or any other requirement specified in this RFP. In submitting aproposal in response to this RFP, Respondent is certifying that it takes noexceptions to this RFP including, but not limited to the “Professional ServicesAgreement” attached hereto as Attachment “2.” If any exceptions are taken,such exceptions must be clearly noted in the Proposal and may be reason forrejection of the Proposal. As such, Respondent is directed to carefully reviewthe proposed Professional Services Agreement and, in particular, theinsurance and indemnification provisions therein.3.2Submittal InstructionsTo be considered, Respondents must submit their Proposal to Natalie Potter,Human Resources Manager no later than 2:00 p.m. local time on May 29, 2015.Email: Npotter@lakearrowheadcsd.comMail: PO Box 700, Lake Arrowhead, CA 92352Physical Address for Fed Ex: 27307 State Highway 189, Blue Jay, CA 92317Proposals must be submitted through Natalie Potter for consideration. No othermethod of submitting proposals will be accepted.Respondents are solely responsible for the “on time” submission of theirelectronic Proposal. LACSD will only consider Proposals that have transmitted successful andhave been issued a confirmation number with a time stamped from Natalie Potter indicating thatthe Proposal was submitted successfully. Transmission of Proposals by any other means will notbe accepted. Respondents shall be solely responsible for informing itself with respect to theproper utilization of the online bid management system, for ensuring the capability of theircomputer system to upload the required documents, and for their stability of their internetservice. Failure of the Respondent to successfully submit an electronic Proposal shall be theRespondent’s sole risk and no relief will be given for late and/or improperly submitted Proposals.Respondents experiencing any technical difficulties with the proposal submissionprocess may contact Natalie Potter at 909-336-7112.Page 8LACSD-667.1 (PSA-RFP)1/14
Request for Proposals 2015Employee Benefits Brokerage & Consulting Services4.April 23, 2015Insurance RequirementsInsurance requirements are described in the Professional Services Agreement. Bysubmitting a Proposal, Respondent acknowleges that it has reviewed the insurance provisionsand takes no exceptions to this language.The successful Respondent shall submit all required proof of insurance forms prior toNotice to Proceed.5.Evaluation Process5.1Evaluation CriteriaProposals that meet the submittal requirements will be evaluated by LACSD basedon the following criteria (in no particular order):a) Specific qualifications, experience, skill set fit, and appropriate licenses, ifapplicable, of the primary staff required for the work.b) Project approach.c) Past performance on similar services and projects. Development of workpractices and integrated planning.d) Professional qualifications of the firm.e) Quality and comprehensiveness of the Proposal.f) Price. We prefer all cost are incumbent of the commission received from thecarriers.At the conclusion of the Proposal solicitation period, LACSD will review each submission, and thenrank the Proposals according to evaluation criteria. Upon determination of the highest rankedfirm, LACSD will endeavor to negotiate a mutually agreeable scope of services and fee with theselected firm. In the event that LACSD is unable to reach agreement, LACSD will proceed, at itssole discretion, to negotiate with the next firm selected by LACSD.Respondents should note that the lowest cost proposal is not the sole determining factor in thefinal selection.Page 9LACSD-667.1 (PSA-RFP)1/14
Request for Proposals 2015Employee Benefits Brokerage & Consulting Services5.2April 23, 2015Award of ContractIf awarded, the contract will be awarded on the basis of demonstratedcompetence and professional qualifications. LACSD reserves the right to reject all proposals andto contract for services in the manner that most benefits LACSD including awarding more thanone contract if desired.6.Requests for ClarificationsAll questions and requests for interpretations or clarifications, either administrative ortechnical must be requested in writing and submitted to Natalie Potter. Questions sent directlyto other LACSD Staff will not be addressed and you will be directed to submit your question(s) toNatalie Potter.All questions properly submitted will be answered in writing through Natalie Potter. Oralstatements regarding this RFP by any persons should be considered unverified information unlessconfirmed in writing. To ensure a response, questions must be received through Natalie Potterby 5:00 p.m. local time on May 8, 2015.7.General ProvisionsRespondent is encouraged to review this RFP carefully in its entirety prior to preparationof its Proposal. LACSD reserves the right to reject any or all Proposals or to select the Proposalmost advantageous to LACSD. LACSD reserves the right to verify all information submitted in theProposal.7.1Amendments to RFP. LACSD reserves the right to amend the RFP or issue to allRespondents a Notice of Amendment to answer questions for clarification.7.2No Commitment to Award. Issuance of this RFP and receipt of proposals doesnot commit LACSD to award a contract. LACSD expressly reserves the right to postpone theproposal for its own convenience, to accept or reject any or all proposals received in responseto this RFP, to negotiate with more than one Respondent concurrently, or to cancel all or partof this RFP.7.3Amendments to Proposals: No amendment, addendum or modification will beaccepted after the deadline stated herein for receiving Proposals. Respondent may modify oramend its Proposal only if LACSD receives the amendment prior to the deadline stated hereinfor receiving Proposals.7.4Non-Responsive Proposals. A Proposal may be
Lake Arrowhead Community Services District Human Resources Department REQUEST FOR PROPOSALS 2015 . as a result of the Sylmar Earthquake, the California Department of Water Resources, Division of Safety of Dams, ordered that all hydraulic-fill dams in the State of California . Act as an insurance
