Benefit Consulting and Brokerage Services 1 18-AF-16

Town of Fort Frances

Request for Proposal

18-AF-16

Benefit Plan Consulting & Brokerage Services

Issued: December 13, 2018

Benefit Consulting and Brokerage Services 2 18-AF-16

Table of Contents 1.0 General Information 3

1.1 Background ................................................................................. 3

1.2 Purpose and Objectives of the Competitive Bidding Process ........ 3 2.0 Submission Requirements 5

2.1 Terms of Reference ....................................................................... 5

2.2 Bidding Instructions ....................................................................... 5

2.3 Closing Date ................................................................................ 5

2.4 Selection Process ......................................................................... 6

2.5 Selection Criteria ......................................................................... 6

2.6 Conditions ................................................................................... 7

2.7 Length of Contract ....................................................................... 9 Appendix A: Current types and levels of benefit coverage 10

Benefit Consulting and Brokerage Services 3 18-AF-16

1.0 General Information

1.1 Background The Town of Fort Frances, with a population of 7,739, is located in Northwestern Ontario within the District of Rainy River. As of 2018, The Town employs approximately 110 full time and part time, and seasonal, employees who are eligible for benefits coverage. Additionally, we have approximately thirty five (35) students, and twenty (20) Volunteer Fire Fighters, who aren`t eligible. The Corporation of the Town of Fort Frances (The Town) offers many services to ratepayers and residents. Major functions provided include general administration; protection to persons and property; public works; airport; sewers and environmental; parks, recreational and cultural; health; social and family; childcare; planning and development; and waterworks. Sewer and water are separately funded utilities and hydroelectric services are provided under the auspices of the Fort Frances Power Corporation (FFPC), which also has as an affiliate Fort Frances Network Services. The Town of Fort Frances provides benefit coverage to its employees to support the well-being of our workforce and their families. Our organization believes that having a well-designed benefit program helps to support recruitment and retention of staff. We provide benefits coverage to several different groups within our organization including:

• Management / Non-Union

• Mayor and Council

• CUPE Local 65

• Fort Frances Professional Firefighters Association In addition, we will be looking to have the consultant procure services for the Fort Frances Power Corporation and their employees. There are approximately 10 staff members covered by benefits for the FFPC.

1.2 Purpose and Objectives of the Competitive Bidding Process

Purpose This Request for Proposal (RFP) has been issued for the following purposes:

1. To select a proponent, and to enter into an agreement with a qualified proponent to administer, and procure the Town of Fort Frances Benefit coverage.

2. To specify the scope of work to be undertaken by the selected proponent. 3. To ensure that a fair, competitive, and transparent process is used to procure services.

Benefit Consulting and Brokerage Services 4 18-AF-16

Objectives The objectives for the selected proponent will be as follows:

1. Review existing benefits coverage to ensure that it meets the needs of our workforce. 2. To ensure that the types and amount of coverage provided is appropriate. 3. Review of the feasibility of providing additional benefits coverage, as identified by The

Town of Fort Frances. 4. Explore new coverage that may be available, as well as services, not currently offered

that similar organizations may typically provide. 5. Ensure that coverage provided is cost effective, and meets the needs of the Town of

Fort Frances to: a. Support recruitment and retention of staff. b. Mitigate financial risk to the Corporation of the Town of Fort Frances.

6. Solicit quotes from benefits carriers as directed by the Town of Fort Frances. 7. Provides recommendations to the Town of Fort Frances regarding benefits carriers,

types of coverage, and amount of coverage. 8. Negotiate with benefits carriers as required to ensure that costs for coverage are fair. 9. To identify strategies for benefits coverage to meet short and long term needs. 10. To ensure continuity of benefits coverage, which must be in place for June 1, 2019.

Benefit Consulting and Brokerage Services 5 18-AF-16

2.0 Submission Requirements

2.1 Terms of Reference Parties submitting a proposal in response to this RFP must include the following information in their submission:

1. A detailed outline of the proposed methodology, and the scope of work proposed to achieve the objectives identified in Section 1.2 of this RFP.

2. Identification of timelines for completion of deliverables. 3. A listing of personnel assigned to provide service for the Town of Fort Frances. This will

include contact information for all key personnel, and relevant qualifications for the primary contact(s).

4. Qualifications of the proponent, including examples demonstrating a previous track record of successfully providing the services requested herein.

5. At least two (2) references from previous, or current public sector clients for whom the proponent has provided a similar service.

6. Price for delivery of this service. Proponents are required to provide an itemized listing of costs. Proponents may at their discretion, provide pricing for provisional items, however, any provisional pricing must be identified separately. Pricing to provide service to the FFPC is to be identified on a separate line.

7. Ability to provide services locally. 8. Proponent must carry professional liability insurance, and errors and omissions

insurance, and demonstrate proof of coverage, as well as the amount of coverage. 9. The consulting firm shall include a draft contract of engagement with their proposal.

The contract shall indicate that work to be undertaken shall be done to the satisfaction of the Municipality according to the request for proposal and for the amount agreed upon by the two parties. The contract shall also indicate that no additional money shall be paid to the consulting firm for any additional work for which prior authorization has not been given in writing. The contract shall contain, as a minimum, the Request for Proposal and the Proposal accepted.

2.2 Bidding Instructions In order to ensure effective communication, and to provide all parties with important time frames, the following schedule will apply: December 14, 2018 Invitations to brokers to bid on insurance services for the Town of Fort Frances will be advertised and available.

2.3 Closing Date January 15th, 2019 Two (2) hard copies of all proposals must be submitted in a sealed opaque envelope clearly marked “PROPOSAL 18-AF-16” and forwarded to:

Benefit Consulting and Brokerage Services 6 18-AF-16

Mr. Doug Brown, CAO Town of Fort Frances 320 Portage Avenue Fort Frances, Ontario

P9A 3P9 on or before 2:00 p.m. local time, January 15th, 2019, to be followed by public opening in the

Committee Room, Civic Centre. Please note, the opening of proposals is intended only to publicly record the proposals received and therefore the details of each submission will not be read aloud. All inquiries regarding this request for proposals including any inconsistency, ambiguity, error or omission must be directed by email to:

Jordan Forbes Human Resources Manager

320 Portage Avenue Fort Frances, Ontario, P9A 3P9

Phone: (807) 274-5323 ext. 1220 E-mail: jforbes@fortfrances.ca

Please note that the deadline for questions is January 12th 2019 at 4:30 PM local time.

2.4 Selection Process After Closing Date - January, 2019. During this period, the selection team from Administration and Finance Division will be analysing the proposals received and will review with the participants any outstanding matters in the proposals. The acceptance and award of any this proposal is subject to Council approval. Therefore, during this period, a written recommendation with respect to services will be prepared for presentation to Council at the regularly scheduled meeting of January 28, 2019.

2.5 Selection Criteria

Criteria Points Methodology & Timelines 30

Experience / Qualifications 10

References 10

Demonstrated understanding of required services, and our organization. 10

Price 40

Total 100

Expectations: Methodology and timelines:

• Methodology is clearly outlined using a step by step approach.

Benefit Consulting and Brokerage Services 7 18-AF-16

• Deliverables and timelines may be shown using a work breakdown structure, or similar chart.

• Risk management strategies (for provision of the requested service) are identified. The following risk factors should be considered:

o Cost overruns. o Temporal risks. o Quality assurance, and quality control

• Plan to ensure continuity of service is in place. Experience and Qualifications:

• Demonstrated experience delivering similar service to clients in similar organizations.

• Clear demonstration of qualifications of personnel assigned to provide service. Contact information is provided for all key personnel.

• Proponent must carry liability, and errors and omissions insurance, and demonstrate proof of coverage, as well as the amount of coverage.

References

• Two (2) references from past or current public sector clients.

• References should be relevant (consideration will be given to the following) o Similar size of organization. o Municipal sector in Ontario. o Located in Fort Frances, Rainy River District, Northwestern or Northern Ontario.

Demonstrated understanding of Required Services

• Proposal clearly demonstrates an understanding of the objectives identified in the RFP and proposes an effective solution.

• Proponent demonstrates an understanding of the needs indicated by the Town of Fort Frances and provides a solution to address them.

• Proponent must demonstrate the capacity to deliver the requested service and must be able to deliver services locally in a cost effective manner.

Price

• Proposed pricing for service is itemized.

• Provisional items, if any, are included separately.

• Proponent clearly identifies costs to deliver service.

• Proponent provides a competitive price for delivery of service.

• Cost is a key consideration, but lowest cost proposal will not necessarily be given preference.

2.6 Conditions

1. The Town reserves the right to reject any or all proposals, to waive irregularities and informalities therein, and to award the contract in the best interest of the Town in its sole and unfettered discretion.

2. All proposals shall be and remain irrevocable for a period of 45 days from the date of

closure for submissions unless withdrawn prior to the designated closing time.

Benefit Consulting and Brokerage Services 8 18-AF-16

3. Withdrawal requests must be directed to the Human Resources Manager by electronic mail to jforbes@fortfrances.ca.

4. Proposals must be submitted in sealed envelopes. The envelope is to be sealed and properly marked on the outside upper left corner with the bidder's name and proposal number.

5. Proposals not properly signed may be rejected.

6. The Town of Fort Frances reserves the right to reject any recommendation; reject any or

all proposals; accept any proposal deemed to be in the best interest of the Town; or to disqualify proposals not submitted in strict accordance with requirements of proposal documents.

7. All pages of the proposal document submitted must be numbered.

8. As it is the responsibility of the vendor to determine the levy and collection of applicable

taxes, proposals shall show separately the applicable taxes, or alternatively cite the basis of exemption in lieu thereof.

9. Proposals may be submitted by email at jforbes@fortfrances.ca, subject to additional

conditions:

a) All Request for Proposal terms apply, and two (2) hard copies of all original proposal documents and enclosures are received within forty-eight (48) hours of Request for Proposal close.

b) Proponents are advised that the Town assumes no responsibility whatsoever for proper

receipt of such transmittals or emails. Proponents may contact the Town at jforbes@fortfrances.ca, or at (807) 274-5323 to confirm receipt of the proposal.

c) The Town is governed by the Municipal Freedom of Information and Protection of

Privacy Act. By submitting a proposal, bidders must accept that their proposal contents may be made public.

d) All proposals shall become the property of the Town. e) The Town is not liable for any costs incurred by respondents in preparing responses to

the Request for Proposal or for any work performed prior to official appointment by the Town.

f) Any revision to this Request for Proposal will be issued as an addendum and will be

posted electronically on the Town of Fort Frances website www.fortfrances.ca. g) The content of each response to this Request for Proposal will be held in the strictest

confidence and details of any response will not be discussed with or disclosed to any

Benefit Consulting and Brokerage Services 9 18-AF-16

other party during the RFP process. However, information subject to applicable law may be disclosed, as required by law.

2.7 Length of Contract The contract shall be for a one-year term from the date it is initiated, upon which, the agreement will expire. The parties will have an option to renew the agreement on an annual basis by mutual agreement. The Town of Fort Frances reserves the right to cancel the insurance service at any time with written notice of 30 days. The Town also reserves the right to procure similar services from other vendors.

Benefit Consulting and Brokerage Services 10 18-AF-16

Appendix A: Current types and levels of benefit coverage