INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS...

REQUEST FOR PROPOSAL

INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS

(IFES)

RFP-14-063

Original Issue Date: March 3, 2014

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Table of Contents

1 STATEMENT OF WORK ..............................................................................................................................3

1.1 PURPOSE ...........................................................................................................................................3 1.2 COVERAGE & PARTICIPATION ................................................................................................................3

2 GENERAL INFORMATION ...........................................................................................................................3

2.1 THE ORGANIZATION ............................................................................................................................3 2.2 RFP SCHEDULE ...................................................................................................................................3

3 PROPOSAL PREPARATION INSTRUCTIONS ................................................................................................3

3.1 SERVICE PROVIDER’S ............................................................................................................................3 3.2 GOOD FAITH STATEMENT .....................................................................................................................4 3.3 COMMUNICATION ...............................................................................................................................4 3.4 PROPOSAL SUBMISSION........................................................................................................................5 3.5 CRITERIA FOR SELECTION ......................................................................................................................5 3.6 SELECTION AND NOTIFICATION ..............................................................................................................6

4 SCOPE OF WORK, SPECIFICATIONS & REQUIREMENTS ............................................................................6

4.1 FUNCTIONAL REQUIREMENTS .......................................................................................................................6

5 PRICING ......................................................................................................................................................6

6 ADDITIONAL TERMS & CONDITIONS .........................................................................................................6

6.1 NON-DISCLOSURE AGREEMENT ....................................................................................................................6 6.2 COSTS .....................................................................................................................................................7 6.3 INTELLECTUAL PROPERTY ............................................................................................................................7 6.4 SERVICE PROVIDER’S RESPONSES ..................................................................................................................7 6.5 GOVERNING LAW ......................................................................................................................................7 6.6 PARTIAL AWARDING ..................................................................................................................................7 6.7 NO LIABILITY ............................................................................................................................................7 6.8 ENTIRE RFP .............................................................................................................................................8

6.9 ATTACHMENT ..........................................................................................................................................8

7 SERVICE PROVIDER CERTIFICATION ..........................................................................................................9

SCHEDULE “A” NOTICE OF INTENTION ......................................................................................................... 10

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1 Statement of Work

1.1 Purpose

The International Foundation for Electoral Systems (IFES) invites your firm to participate in this competitive solicitation for insurance services as described and specified below.

1.2 Coverage & Participation

The intended coverage of this RFP, and any agreement resulting from this solicitation, shall be for the use of all departments at IFES along with any satellite offices. IFES reserves the right not to enter into any contract, to add and/or delete elements, or to change any element of the coverage and participation before the award without any liability or obligation of any kind or amount.

2 General Information

2.1 The Organization

The International Foundation for Electoral Systems (IFES) promotes democratic stability by providing technical assistance and applying field-based research to the electoral cycle worldwide to enhance citizen participation and strengthen civil societies, governance, and transparency.

2.2 RFP Schedule

The following is a tentative schedule that will apply to this RFP, but may change in accordance with the organization’s needs or unforeseen circumstances. Changes will be communicated by e-mail to all bidders that submitted Notice of Intention to bid.

Original Issuance of RFP March 3, 2014 Technical Questions/Inquiries due March 10, 2014 Answers/Addenda from IFES March 17, 2014 RFP Closes April 3, 2014 Anticipated Award Notification TBD

3 Proposal Preparation Instructions

3.1 Service Provider’s Understanding of the RFP

In responding to this RFP, the service provider accepts full responsibility to understand the RFP in its entirety, and in detail, including making any inquiries to IFES as necessary to gain such understanding. IFES reserves the right to disqualify any service provider who demonstrates less than such understanding. Further, IFES reserves the right to determine, at its sole discretion, whether the service provider has demonstrated such understanding. That right extends to cancellation of award,

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if award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to IFES.

3.2 Good Faith Statement

All information provided by IFES in this RFP is offered in good faith. Individual items are subject to change at any time. IFES makes no certification that any item is without error. IFES is not responsible or liable for any use of the information or for any claims asserted there from.

3.3 Communication

Verbal communication shall not be effective unless formally confirmed in writing by a specified procurement official in charge of managing this RFP process. In no case shall verbal communication govern over written communication.

3.3.1 Service Providers’ Inquiries. Applicable terms and conditions herein shall govern communications and inquiries between IFES and service providers as they relate to this RFP. Inquiries, questions, and requests for clarification related to this RFP are to be directed in writing to:

IFES Human Resources 1850 K Street, NW Fifth Floor Washington, DC 20006 Attention: Ijeoma Lasebikan, HR Manager Telephone: +1 (202) 350-6712 Fax: +1 (202) 350-6701 E-mail: [email protected]

AND Attention: Terry Adgerson, HR Generalist Telephone: +1 (202) 350-6831 Fax: +1 (202) 350-6701 E-mail: [email protected] Skype: terry.adgerson

3.3.2 Formal Communications shall include, but are not limited to:

Questions concerning this RFP must be submitted in writing.

mailto:[email protected]


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Errors and omissions in this RFP and enhancements. Service providers shall recommend to IFES any discrepancies, errors, or omissions that may exist within this RFP. With respect to this RFP, service providers shall recommend to IFES any enhancements, which might be in IFES’s best interests.

Inquiries about technical interpretations must be submitted in writing. Inquiries for clarifications/information that will not require addenda may be submitted verbally to the buyer named above at any time during this process.

Verbal and/or written presentations and pre-award negations under this RFP.

Addenda to this RFP.

3.3.3 Addenda: IFES will make a good-faith effort to provide a written response to the questions or request for clarification that requires addenda by March 17, 2014. All questions, answers, and addenda will be shared with all recipients.

3.4 Proposal Submission

Service providers must send proposals in electronic copy via e-mail, on or prior to April 3, 2014 12:00 EDT / 16:00 GMT to Ijeoma Lasebikan, Human Resources Manager at [email protected] and Terry Adgerson, HR Generalist at [email protected].

3.5 Criteria for Selection

The evaluation of each response to this RFP will be based on its demonstrated competence, compliance, format, and organization. The purpose of this RFP is to identify those suppliers that have the interest, capability, and financial strength to supply IFES with the product and/or service identified in the Scope of Work.

Evaluation Criteria:

1. Customer Service (35%)

2. Price (10%)

3. Compliance (20%)

4. Strategic Planning (35%)



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Evaluation Criteria Grading:

Exceeds Expectations 10 Points

Meets Expectations 5 Points

Does Not Meet Expectations 0 Points

3.6 Selection and Notification

Service providers determined by IFES to possess the capacity to compete for this contract will be selected to move into the negotiation phase of this process. Written notification will be sent to these service providers via mail. Those service providers not selected for the negotiation phase will not be notified via email.

4 Scope of Work, Specifications & Requirements

4.1 Functional Requirements

4.1.1 Scope of Work

IFES is evaluating the capabilities of brokers to provide assistance in maintaining our benefits program. IFES wishes to maintain the benefits services provided to its employees, as well as improve and reduce the cost of the benefits program. The broker’s ability to demonstrate managing health care costs, providing education and exceptional customer service, reporting, and demonstrating a set of applied research and technology tools and methods to analyze and make meaning of data for improved performance is sought.

5 Pricing

The service provider must agree to keep these prices valid for three (3) years

6 Additional Terms & Conditions

6.1 Non-Disclosure Agreement

IFES reserves the right to require any service provider to enter into a non-disclosure agreement.

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6.2 Costs

The RFP does not obligate IFES to pay for any costs, of any kind whatsoever, which may be incurred by a service provider or any third parties, in connection with the response. All responses and supporting documentation shall become the property of IFES, subject to claims of confidentiality in respect of the response and supporting documentation.

6.3 Intellectual Property

The service provider should not use any intellectual property of IFES including, but not limited to, all logos, registered trademarks, or trade names of IFES, at any time without the prior written approval of IFES, as appropriate.

6.4 Service provider’s Responses

All accepted responses shall become the property of IFES and will not be returned.

6.5 Governing Law

This RFP and the service provider’s response shall be governed by the laws of the District of Columbia.

6.6 Partial Awarding

IFES reserves the right to accept all or part of the quotation before the award.

6.7 No Liability

IFES reserve the right to accept or reject any quotation or stop the procurement process at anytime, without assigning any reason or liability.

IFES shall not be liable to any service provider, person, or entity for any losses, expenses, costs, claims, or damages of any kind:

Arising out of, by reason of, or attributable to, the service provider responding to this RFP; or

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As a result of the use of any information, error, or omission contained in this RFP document or provided during the RFP process.

6.8 Entire RFP

This RFP, any addenda to it, and any attached schedules, constitute the entire RFP.

6.9 Attachment

Service provider is required to complete the attached Questionnaire.

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7 Service Provider Certification

This certification attests to the service provider’s awareness and agreement to the content of this RFP and all accompanying calendar schedules and provisions contained herein.

The service provider must ensure that the following certificate is duly completed and correctly executed by an authorized officer of your company.

This proposal is submitted in response to RFP issued by IFES. The undersigned is a duly authorized officer, hereby certifies that:

(Service Provider Name)

agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and provisions of the referenced RFP and any addenda thereto in the event of an award. Exceptions are to be noted as stated in the RFP. The proposal shall remain in effect for a period of 90 calendar days as of April 3, 2014?

The undersigned further certify that their firm (check one):

IS IS NOT

currently debarred, suspended, or proposed for debarment by any federal entity. The undersigned agree to notify IFES of any change in this status, should one occur, until such time as an award has been made under this procurement action.

Person[s] authorized to negotiate on behalf of this firm for purposes of this RFP are:

Name: Title:

Signature: Date:

Name: Title:

Signature: Date:

Signature of Authorized Officer:

Name: Title:

Signature: Date:

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Schedule “A” Notice of Intention

NOTICE OF INTENTION

REQUEST FOR PROPOSAL

From:

[SERVICE PROVIDER ORGANIZATION NAME]

[AUTHORIZED REPRESENTATIVE]

[TELEPHONE NO.]

[FAX NO.]

[E-MAIL]

Please state your intention with regard to the Request for Proposal; by selecting one of the following:

[ ] Intends to respond to IFES Request for Proposal

[ ] Does not intend to respond to IFES Request for Proposal

TO:

International Foundation for Electoral Systems

Ijeoma Lasebikan, HR Manager

1850 K Street, NW

Washington, DC 20006

Tel: +1.202.350.6712

Fax: +1.202.350.6701

International Foundation for Electoral System Employee Health & Welfare Benefit (IFES)

Request for Proposal

Customer Service General Business Overview:

1) Please give a brief description of your company, including where you are located, what services you

offer (in addition to health and welfare), and how many employees you have in each service

branch/division. Please include a very brief description of any other locations that you have, both

domestically and internationally.

2) Who would be working directly with IFES on a regular basis regarding administrative issues, questions,

and/or problem solving? Please provide roles/qualifications of each person. Also, include the number of

clients each person is expected to handle and categorize these clients by large, medium, or small groups.

3) Describe your experience working with international NGOs, Expats and Third Country Nationals.

4) Describe the form of professional liability or errors and omissions insurance carried by your company

and the amount of coverage.

Training, Communication & Customer Service

5) Will you provide any sort of health and welfare related communication for IFES employees? If so, please provide a general description of your capabilities. Is it online/internet based? Emails etc. You are welcome to provide a sample of employee communication materials that you have distributed to other clients.

6) Do you help facilitate annual open enrollment meetings and other employee meetings? How?

7) How accessible will you be to IFES HR Staff?

8) How accessible will you be to IFES staff in helping to resolve claim issues, locating providers etc.?

9) How will individual employee claims inquiries and submissions be handled?

Compliance

Plan Administration & Legislative Compliance:

10) Do you have an in-house benefits/ERISA attorney? If yes, please provide his or her credentials and the

number of years he or she has provided counsel on benefits issues. If no, do you use an external benefits

attorney? Which firm do you use?

11) How accessible is your in-house benefits/ERISA attorney? Can IFES (as your client) speak to him/her on

an as-needed basis or do we receive a set amount of hours that we can use towards his/her services?

12) Will your firm notify IFES of changes in federal and/or local laws that would affect us? Explain how.

13) How do you facilitate the preparation of the form 5500 for health and wellness?

Strategic Planning

Strategic Planning & Vendor Selection

14) How will you help IFES with the competitive marketing and placement of our plans, including

development of marketing specifications, identification of market conditions, evaluation of proposals,

negotiations, and placement of insurance contracts for annual renewals?

15) How do you handle the rebidding process?

16) How do you plan on saving IFES money?

17) Do you create annual goals and timelines for your clients? (annual calendar for all events including

compliance deadlines, trainings, open enrollment meetings, insurance bids)

Cost Projections

18) How can you help us develop cost projections tied to our fiscal goals?

19) How will you help with the management of insurance, including: monthly (or quarterly) supervision

and/or preparation of claims activity reports from carriers; executive summary reports; underwriting

analysis for annual renewals; annual financial projections for budgeting purposes; and alternative

funding analyses?

Wellness Programs

20) What tools can you provide IFES to help implement/continue, evaluate and refine our wellness

program?

21) What is your process for measuring the success or failure of a wellness program?

HR Tools

22) Describe how you keep your clients abreast of employment laws in a timely manner to remain

compliant.

23) What sort of HR resources do you have available that can help to augment or supplement our HR

department? Is there a cost associated with these resources/tools?

Data Analysis

24) Will your organization provide a wellness and preventive health analysis of our employees based on

claims experience and census data?

25) Can you provide ad hoc reports on claims data? Is there a cost for custom or ad hoc reports?

Price

Fees

26) Describe your proposed form of compensation (i.e., commission, annual retainer, fee-for-service). If you

are proposing a fee, please include your fee schedule/hourly rates.

27) If you charge fees for consulting, employee communication, or other services, please indicate the basis

of your charges (hourly, by project, etc.) and what typical charges might be.

References

28) How many clients of similar size to IFES do you currently have? How many have you lost/gained

(estimate) in the last three years? Explain.

29) Please provide a high-level breakdown of the types of companies that you act as a broker/consultant for

(private sector, public sector, government, non-profit, government contractors). How many

international non-profit organizations do you work with?

30) Please provide references that include name, address, phone number and length of time associated with

your organization. Indicate whether your firm’s role was as a broker, consultant, or both.

31) Describe any other facets of your organization and your firm’s experience that are relevant to this

proposal which have not been previously described and that you feel warrant consideration.

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