Request for Proposal Niagara College Student Administrative Council

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1 STUDBEN Request for Proposal RFP Reference Number: STUDBEN Release Date: Monday, October 5, 5 Closing Date: Monday, October 6, 5 Closing Time: Closing Location: Prior to 4 p.m. (local time) 3 Woodlawn Road Room SA5 Welland, ON L3C 7L3 Page

2 STUDBEN. History of the (herein referred to as NCSAC ) The NCSAC, incorporated in 97, was established to act as the representative of the students of the Niagara College of Applied Arts and Technology and serve as a medium of communications on matters between its membership and the governing bodies of the College and on matters between the students of the College and student governments and organizations outside the College. Upon its incorporation, the NCSAC pledged to promote, co-ordinate and control athletics, school publications, services and other affairs for the students of the College and to administer funds received by it to finance the aforesaid activities. Additionally, the NCSAC was established to encourage an awareness in the students of their responsibilities to themselves, their College, their community, and their country. As of today, the Council represents over 9, full-time students. NCSAC operates from three campus locations including: Welland, Niagara Falls and Niagara-on-the-Lake. There are 4 elected Executive on the NCSAC Board of Directors representing varying interests and stakeholders. The Business Manager, Karen Marasco, is a full-time staff compliment and oversees the health plan at all three campuses. Our corporation provides the students of Niagara College a variety of services including, but not limited to: Health and Dental Benefits, Advocacy, Handbooks, Emergency Food Bank, Bursaries, Scholarships, Student Clubs and the U-Pass.. Background & Statement of Interest The NCSAC is seeking competitive proposals for the benefits package for domestic students at Niagara College from September, 6 August 3, 9. Currently, the NCSAC offers three plan options, with identical pricing, to domestic students at Niagara College. Each plan option offers vision, extended health care and prescription drugs, dental, AD&D and true life. For detailed information the current plan, visit Please refer to Appendix A, Appendix B, and Appendix C, which reflect three years of claims vs. premiums history including: -3, 3-4, 4-5. All proposals must be sent by to and addressed to Karen Marasco, Business Manager, by Monday, October 6, 5 by 4 p.m. local time in PDF format. Page

3 STUDBEN 3. Requirements Flex Plan Benefits Bidders must offer three options of benefit packages to fee paying students. Students will pick the plan option that meets their specific needs without additional cost. The plan must be chosen prior to the opt-out deadline date. Current detailed plan information is listed at Students are enrolled in the plan based on their program start date (September, January or May). All rates must be tiered according to the time frame of enrollment and prorated according to the semester start dates. These rates must be included in all bids. All bidders must be aware that once a student opts-out of the benefits, they are automatically opted out for all future years. To opt back into the plan, a student would file an opt-out cancellation with the NCSAC. AD&D and true life benefits are non-refundable and the aspects of these benefits remain in place when a student has opted out. Marketing Materials It is upon the broker to provide and cover all costs of marketing materials related to the student health & dental plan for the NCSAC. All bids must include a list of marketing materials that will be available for the NCSAC to utilize for advertising the plan to students. Rates All bids must include three years of guaranteed rates including taxes and provide specific details of inclusions for rates. Bidders must be aware that successful proposals will not be solely based upon price. If there are any increases to what the NCSAC currently charges students, which will be discussed with the successful bidder, the increase must fall within ancillary fee guidelines mandated by the Ministry of Training Colleges and Universities. Family Plans Students must have the option to enroll their dependents in the NCSAC benefits plan at additional costs. All rates for the family plan must be tiered according to the number of dependents and prorated according to the enrolment dates. These rates must be included in all bids. Service Levels & Support The NCSAC must be provided with updated enrollment lists, in the appropriate formats acceptable to the NCSAC and Niagara College, based on plan options and opt-outs immediately following the opt-out deadline (to be determined annually for each semester Page 3

4 STUDBEN by the Business Manager at the NCSAC). Updates may be requested and required from time-to-time and broker must send response within two () business days. Successful bidders are required to meet with the NCSAC quarterly to review statements and discuss concerns & upcoming enhancements. All phone calls and s must be returned within one () business day or less. NCSAC requests a company directory including: who will assist with requests for questions, concerns and/or information. Bidders must clarify if they have a chat option available for all inquiries, which must include hours of operation. Direct billing of claims options must be provided in the bid details. Online Service Bidders must ensure that opt-outs and plan selections are available online ONLY. confirmations must be provided automatically after opt-out and plan selections to students. Family benefit applications and payment must be allowed either through the NCSAC office (in-person) or online. Insurance providers (underwriter) must offer an online profile option, which includes direct deposit of claim reimbursements to students bank accounts. Reports Successful bidders must be willing to work with the NCSAC on developing enrollment and opt-out reports that are of the appropriate format and include the required fields for the organization and for Niagara College. All bidders must be able to provide detailed plan enrollment (family & flex plan categories) reports to the NCSAC within ten () business days after opt-out deadline. The following reports are also required for the NCSAC upon request: opt-out, loss ratio, and claims history & summary. Partnerships All proposals must include any partnerships with corporations and discounts offered to students enrolled in the plan. Innovative Ideas and Technology All bidders are encouraged to submit a summary on current or upcoming service enhancements offered to the NCSAC and students. Page 4

5 STUDBEN 4. Proposal Response Guidelines All proposals must be sent by to and addressed to Karen Marasco, Business Manager, by Monday, October 6, 5 by 4 p.m. local time in PDF format. You will receive confirmation that your proposal has been received by within one () business day. If you do not receive confirmation within one () business day from Karen Marasco please resend proposal prior to deadline of October 6, 5 at 4 p.m. 5. Review Within ten () business days of the close of the deadline, all eligible submissions will be examined by a Review Committee of NCSAC. The evaluation process, in determining which vendor document submission will result in an award, will consist of, but not be limited to: understanding of plan requirements, services, price, quality, reputation, and value added. Award will not be based solely upon price. Top bidders may be required to meet with the Review Committee on a date TBD to clarify details of the proponent s proposal. The meeting will take place at the Welland campus. All transportation and parking costs for attendees are at the bidder s expense. The Review Committee reserves the right in its total discretion to make one correction to any proposal that contains an obvious mathematical error. If there is more than one mathematical error your bid will not be given further consideration. The NCSAC at its sole discretion may clarify any aspect of this RFP with bidder(s). Any such clarification will not alter the tender and will not constitute negotiation or renegotiation of the information supplied or performance as set out in the tender. The right to clarify includes the right to request additional or missing information. All discussions pursuant to clarification of RFP shall be in writing for the Review Committee to aid in constructing the final decision. All bidders that submitted a proposal will be informed of the final decision within 48 hours after notifying the successful bidder. 6. Contractual Conditions The NCSAC reserves the right at any time prior to closing to: a.) Withdraw or cancel the tender, b.) Extend the time for the submission of bids; or c.) Modify these instructions and the requirements, which will be posted on the NCSAC website prior to 4 pm on Monday, October 9 th. Page 5

6 STUDBEN By the publication of an addendum or other notice, NCSAC shall not be liable for any expense, cost, loss or damage incurred or suffered by any bidder (or any other person) as a result of its so doing. All addenda will be posted on the NCSAC s website ncsac.ca. It is the responsibility of the bidder to check the website often for addenda. All addenda issued shall become part of the contract and will be considered in determining the successful proposal. It is the responsibility of the bidder to seek clarification through to of any matter that they consider unclear before submitting a tender. Any request for clarification of these instructions or the requirements considered to be material shall be submitted in writing and shall allow sufficient time for a written clarification to be used by NCSAC should it be considered necessary. All communication between a bidder and NCSAC shall be in writing by to Written answers or clarifications shall be shared with all bidders and issued in the form of an addendum. The cut-off date for written requests for information is Monday, October 9th, 5 at 4: p.m. local time. NCSAC shall not be bound by any oral or written instruction, amendment, clarification, information, advice or suggestion from any staff or board member, other than Karen Marasco, of the NCSAC or Niagara College. Where a bid has been received by the NCSAC prior to the publication of an addendum or notice, NCSAC shall allow the bidder concerned to submit a revised bid prior to the closing date and time or the bidder must send a written acknowledgement that the original proposal shall stand. No variation in the unit prices or total price bid will be permitted after a sealed bid has been submitted to the authorized representative, except in the instance of variation due solely to an increase or decrease in the rate of eligible taxes, beyond the control of the bidder, occurring after the time and date of submission of their bid. An increase or a decrease in the rate of eligible taxes, under these circumstances, shall alter the price of the bid, but only to the extent of the tax increase or decrease. 7. General Conditions The intent of this document is to procure student health and dental benefits for domestic students of Niagara College. The NCSAC reserves the right not to purchase services due to the availability of funding or satisfaction of submitted proposals. The proponent and his/her workforce shall be well qualified and experienced in all aspects of the health and dental benefits required. Page 6

7 STUDBEN Proposals submitted to the NCSAC after the designated closing time on Monday, October 6, 5 at 4 p.m. local time, will not be considered regardless of circumstances. This RFP call does not commit the NCSAC to award a contract. Except as expressly and specifically permitted no proponent shall have any claim for any compensation of any kind whatsoever as a result of participation in this RFP and by submitting a bid each proponent shall be deemed to have agreed that it has no claim. NCSAC may, by notice to the proponent, terminate the whole or any part of the work if the proponent becomes bankrupt or insolvent or the proponent fails to perform any of the obligations under the RFP. 8. References List three (3) Student Association references for which you have provided the same or similar services within the last three years including the following information: a.) Company Name b.) Address c.) Contact Name, Title, Telephone, d.) Scope of Service e.) Duration of Service Page 7

8 STUDBEN Proponent Information Form This form must be completed, signed and returned with the proposal To: Karen Marasco NCSAC, Business Manager Name of Organization: Incorporated Under the Laws of: (specify Province; Canada or otherwise and relevant statute) Address: City, Province, Postal Code: Contact Person: Contact Person Title: Telephone: Name of Authorized Person to Bind the Company: Signature of Authorized Person to Bind the Company: Title of Authorized Person to Bind the Company: Date: Page 8

9 STUDBEN Acknowledgement Form To be read, completed and returned by the proponent. I/We the undersigned do hereby: a.) Acknowledge receipt of and accept all general and specific terms and conditions of this proposal document and offer to render all services and pay all applicable taxes and all other charges as specified and/or as necessary for performance and completion of the proponent s duties with respect to the work, all in full accordance with the Request for Proposal provided to the proponent by the NCSAC (receipt of which is hereby acknowledged). b.) Agree to supply any and all supplementary information pertaining to our submission separately at the request of the NCSAC. c.) Declare this submission is made without any connection, knowledge, comparison of other figures or arrangement with any other company, firm or person making a bid of the same products and/or services and is in all respects fair without collusion or fraud prior to proposal submission. d.) Declare that no employee of the NCSAC is or will become interested directly or indirectly, as a contracting party or otherwise in the supplies, work or business to which it relates or in any of the money to be derived from this same product or service. e.) Confirm that we have received no oral information, instruction or advice from any officer, employee, agent or consultant of the NCSAC or Niagara College, which changes the content of this Request for Proposal and all addenda thereto. f.) Declare that the matters stated in the proposal are in all respects true. g.) Acknowledge that this offer is irrevocable and is to remain open to acceptance by the NCSAC for a period of ninety (9) calendar days after the date and time set for closing (submission) of proposals. The NCSAC may at any time within the above ninety (9) calendar day s period accept this proposal. Business Name: Title of Authorized Officer: Signature: Date: Page 9

10 STUDBEN 9. Check List The following must be submitted with your response. Failure to do so may deem your submission non-compliant: Submit proposal in PDF format by to Karen Marasco at by Monday, October 6,5 at 4 p.m. local time. Submit Proponent Information Form Submit Acknowledgement Form Submit References Page

11 Request for Proposal Appendix A

12 Summary Claims Listing - All Benefits (by Group #) NIAGARA COLLEGE STUDENT ADMINISTRATIVE COUNCIL (ACL/SSQ) Group # : Report Period: 5398 /9/ to 3/8/3 7//3 Division $. $ $57,44.83 $. $. $. $. $. $57,44.83 $. $. $. $. $. $. $. 68 $. $. $. $. $. $. $. $. Division $. $. $. $. $. $. $. $. Division

13 Group # : Report Period: 5398 /9/ to 3/8/3 7//3 3,7 5,435 $,4,58.4 $43, ,, ,434 8,768 6, ,53, ,556 $9,95.57 $5,43.3 $. $59,34.59 $5. $. $,8, $348,634.9 $3, $. $9,95. $. $. $795,88.76 Spouse 3 35 $4,66.34 $6, $5,3.7 $348. $. $83. $. $. $47,937.6 $3, $78.4 $. $3. $. $. $, Dependents $38, $6, $3,9.9 $9.4 $. $. $. $. $5,375.4 $6,69. $69. $. $. $. $. $3, $47,5.4 $358,58.39 $4,644.9 $. $9,45. $. $. $89,877. Division $47,5.4 $358,58.39 $4,644.9 $. $9,45. $. $. $89,877. Division

14 Group # : Report Period: 5398 /9/ to 3/8/3 3 7//3 7 $37.74 $. 7 7 $. $. $. $. $. $. $37.74 $. $. $. $. $. $. $. 7 $. $. $. $. $. $. $. $. Division $. $. $. $. $. $. $. $. Division Unknown Unknown 948 $46, $ $. $. $. $. $. $. $46, $. $. $. $. $. $. $. 948 Spouse 9 $9,.34 $. 9 9 $. $. $. $. $. $. $9,.34 $. $. $. $. $. $. $. 9

15 Group # : Report Period: 5398 /9/ to 3/8/3 4 7//3 Dependents 3 $73.4 $. 3 3 $. $. $. $. $. $. $73.4 $. $. $. $. $. $. $. 3 Unknown $. $. $. $. $. $. $. $. Division Unknown $. $. $. $. $. $. $. $. by line of benefit 4,98 5,7 7,665,54 3,695,379, ,86 9,36 9,85,586 $,4,73.84 $,88,546.3 $5,67.7 $. $6,65.59 $5. $. $,34,57.6 $47,5.4 $358,58.39 $4,644.9 $. $9,45. $. $. $89,877.

16 Request for Proposal Appendix B

17 Summary Claims Listing - All Benefits (by Group #) NIAGARA COLLEGE STUDENT ADMINISTRATIVE COUNCIL (ACL/SSQ) Group # : Report Period: /9/3 to 3/8/4 /9/4 Division $. $ $7,33.4 $. $. $. $. $. $7,33.4 $. $. $. $. $. $. $. 5 $. $. $. $. $. $. $. $. Division $. $. $. $. $. $. $. $. Division

18 Group # : Report Period: /9/3 to 3/8/4 /9/4,89 5, $,4, $396,5.67,48, ,36 7,85 6, ,7,474 9,53 $794,59.97 $55,53.76 $. $37,4.94 $. $. $,89,45.4 $96,75.7 $4, $. $,7.3 $. $. $73,3.95 Spouse 37 7 $5,569.4 $3, $4,665. $865. $. $34. $. $. $3,33.4 $,45. $5. $. $8. $. $. $5, Dependents $5,5.68 $6, $,9.88 $,8. $. $639. $. $. $38, $5,57.88 $3. $. $. $. $. $, $46,38.9 $33, $5,36.55 $. $,9.3 $. $. $748,79.6

19 Group # : Report Period: /9/3 to 3/8/4 3 /9/ $3,494.7 $6, $6,68.9 $5,878.6 $. $3,48.6 $. $. $9,536.4 $3,335.5 $4,578. $. $,5. $. $. $5, Spouse $. $. $ $. $. $36. $. $. $93.64 $68.8 $. $. $. $. $. $ $6,59.3 $3,54.3 $4,578. $. $,5. $. $. $5, $33, $5, $87,645.4 $9,69. $. $8, $. $. $59,53.58 $7,8. $3,56.8 $. $8,84.35 $. $. $6, ,7,377

20 Group # : Report Period: /9/3 to 3/8/4 4 /9/4 Spouse $,53. $ $,4. $5. $. $93.93 $. $. $3,978.5 $,4. $3. $. $675. $. $. $, Dependents 39 $,7.53 $ $,499. $. $. $. $. $. $3,57.53 $43. $. $. $. $. $. $ $6,9.63 $7,56. $3,376.8 $. $8, $. $. $9,87.78 Division $48,77.66 $378, $33,7.47 $. $3, $. $. $873, Division $ $. $. $. $. $. $. $. $ $. $. $. $. $. $. $.

21 Group # : Report Period: /9/3 to 3/8/4 5 /9/4 $. $. $. $. $. $. $. $. Division $. $. $. $. $. $. $. $. Division Unknown Unknown,3 $45,8.9 $.,3,3 $. $. $. $. $. $. $45,8.9 $. $. $. $. $. $. $.,3 Dependents 3 $,335.7 $. 3 3 $. $. $. $. $. $. $,335.7 $. $. $. $. $. $. $. 3 Unknown $. $. $. $. $. $. $. $. Division Unknown $. $. $. $. $. $. $. $.

22 Group # : Report Period: /9/3 to 3/8/4 6 /9/4 by line of benefit 6,35 6,483 7,9,63 3,599,346,53 4, ,67,38 9,397,675 $,5,964.5 $,6,89. $73,645.9 $. $7,45.8 $. $. $,44,96.99 $48,77.66 $378, $33,7.47 $. $3, $. $. $873,453.39

23 Request for Proposal Appendix C

24 Summary Claims Listing - All Benefits - (By Group # ) NIAGARA COLLEGE STUDENT ADMINISTRATIVE COUNCIL (ACL/SSQ) Client # : Group # : Division # : # : Paid 5398 /9/4 to 3/8/5 8/9/5 Division 3,59 4,978 $,5,75.6 $38,74.9,54, ,43 8,5 7, ,653,476 35,5 $784,547.5 $7,94.3 $. $56,743.4 $. $. $,96, $33,383.9 $9,547. $. $7,69.64 $. $. $758,74.85 Spouse 4 $5,47.56 $7, $6,9. $,58.95 $. $59. $. $. $35,79.5 $396.9 $,58.4 $. $5. $. $. $, Dependents 47 8 $, $8, $9,9.89 $35. $. $447. $. $. $33,487.4 $5,463.3 $68. $. $. $. $. $4,

25 Client # : Group # : Division # : # : Paid 5398 /9/4 to 3/8/5 8/9/5 $397,5.9 $339,754.6 $3,773.5 $. $7,39.64 $. $. $784, $,98.8 $4, $,54.3 $,35.88 $. $8,976.3 $. $. $44,.96 $3,.36 $7,9. $. $,49.53 $. $. $6, Spouse 3 3 $89.3 $ $53. $,633.5 $. $34. $. $. $, $8.8 $,.7 $. $8. $. $. $, Dependents $48.6 $5.57 $5. $. $. $. $. $. $98.6 $. $. $. $. $. $. $ $4, $3,37.6 $8,9.7 $. $,9.53 $. $. $7,746.64

26 Client # : Group # : Division # : # : Paid 5398 /9/4 to 3/8/5 3 8/9/5,456,9 $53,4.77 $, $89,584.4 $6,54.5 $. $38,67. $. $. $97,63.54 $84,44.63 $6,39.94 $. $,96.88 $. $. $35, ,45,96 Spouse 8 6 $8,53.7 $, $,94.5 $57. $. $. $. $. $, $,643. $34. $. $. $. $. $4, Dependents 47 8 $,64.94 $ $,55. $. $. $9. $. $. $3,6.94 $,97. $. $. $9. $. $. $, $6,96. $87,84.73 $6,74.5 $. $,5.88 $. $. $4,78.77 Division $48,.7 $43,.5 $45,38.84 $. $4,775.5 $. $. $944,46.65 Division

27 Client # : Group # : Division # : # : Paid 5398 /9/4 to 3/8/5 4 8/9/5 9 $ $. 9 9 $. $. $. $. $. $. $ $. $. $. $. $. $. $. 9 $. $. $. $. $. $. $. $. Division $. $. $. $. $. $. $. $. Division Unknown Unknown 978 $4,4. $ $. $. $. $. $. $. $4,4. $. $. $. $. $. $. $. 978 Spouse 4 $,58.3 $. 4 4 $. $. $. $. $. $. $,58.3 $. $. $. $. $. $. $. 4

28 Client # : Group # : Division # : # : Paid 5398 /9/4 to 3/8/5 5 8/9/5 Dependents 9 $55.3 $. 9 9 $. $. $. $. $. $. $55.3 $. $. $. $. $. $. $. 9 Unknown $. $. $. $. $. $. $. $. Division Unknown $. $. $. $. $. $. $. $. by line of benefit 7,44 6,94 8,89,75 3,, ,387, ,58,45 9,649,77 $,,8.5 $,5, $,7.7 $. $5,5.49 $. $. $,435,55.5 $48,.7 $43,.5 $45,38.84 $. $4,775.5 $. $. $944,46.65

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