REQUEST FOR PROPOSALS

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REQUEST FOR PROPOSALS

RFP Posted On July 1, 2016

RFP Number 19-070116-TAB

Deadline for Questions July 8, 2016 by 5:00 pm (ET) Deadline for Filing Proposals July 21, 2016 by 11:00 am (ET) Proposals Opened On July 21, 2016 at 2:00 pm (ET) Proposals Publically Opened

At

2020 Yonkers Road, Raleigh, NC Controller’s Office

Room #: AC66

Commodity or Service Voluntary Supplemental Dental Insurance Issuing Agency DPS - Employee Insurance Committee Using Agency N.C. Department of Public Safety (DPS)

THIS REQUEST FOR PROPOSALS (RFP) advertises the North Carolina Department of Public Safety’s need for the voluntary supplemental dental insurance products described herein and solicits proposals offering to sell such products pursuant to the terms contained herein. All proposals received shall be treated as offers to contract. If the Department of Public Safety (“Department” or “DPS”) decides to accept an offer, an authorized representative of the Department will sign the offer. Acceptance shall create a contract that is effective as of the date specified.

THE UNDERSIGNED HEREBY SUBMITS THE FOLLOWING PROPOSAL AND CERTIFIES THAT: (1) he or she is authorized to bind the named Vendor; (2) the Vendor hereby offers and agrees to provide supplemental dental insurance to the Department’s employees in the manner and at the costs described in the Contract Documents; (3) this proposal is submitted competitively and without collusion; (4) this proposal is valid for 150 days after the date the proposal is opened; (5) none of the Vendor's officers, directors, or owners (if the Vendor is an unincorporated business entity) have been convicted of any violation of Chapter 78A of the North Carolina General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. §143-59.2); (6) the Vendor is not an ineligible Vendor as set forth in G.S. §143-59.1. False certification is a Class I felony. As required by G.S. §143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.

VENDOR NAME: EMAIL ADDRESS:

STREET ADDRESS: P.O. BOX: P.O. Box ZIP:

CITY, STATE & STREET ADDRESS ZIP: TELEPHONE NUMBER:

TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:

SIGNATURE: DATE:

An Unexecuted Proposal is Invalid and Shall Not Be Reviewed

NOTICE OF AWARD: Offer accepted and contract awarded this _____ day of __________, 2016. The two (2) year term of the Contract shall begin on the _____ of __________, 2016.

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RFP

ARTICLE 1.0 INTRODUCTION

1.1 Statutory Authority: G.S. § 58-31-60(a) and N.C. Session Law 1998-187, Sec. 2 provide that the Secretary of the Department of Public Safety shall appoint an Employee Insurance Committee that shall have the authority:

(a) To review insurance products offered through payroll deduction to the Department’s employees to determine if those products meet the needs and desires of the Department’s employees;

(b) To select the types of insurance products that reflect the needs and desires of the Department’s employees; and

(c) To competitively select the best insurance products of the types determined by the Committee to reflect the needs and desires of the Department’s employees.

1.2 Purpose of RFP: The Committee appointed by the Secretary has determined that the Department’s employees need and desire the opportunity to purchase supplemental dental insurance. This insurance will not replace any insurance offered by the State of North Carolina. Instead, this insurance will serve as a supplemental dental plan. The purpose of this RFP is to acquire the services of a qualified insurance agent, insurance broker, or insurance company to provide the insurance product described in this RFP to DPS employees with payment of premiums through payroll deduction.

ARTICLE 2.0 INSTRUCTIONS TO VENDORS

2.1 Filing Instructions: Submit one (1) signed original, fourteen (14) photocopies, and one electronic copy(on CD, DVD or Flash Drive) of your proposal to:

If Mailed By U.S. Postal Service If Delivered By Overnight Express

RFP #19-070116-TAB Doris Martin

Department of Public Safety 4228 Mail Service Center Raleigh, NC 27699-4228 Telephone: 919-324-1052 Email: [email protected]

RFP #19-070116-TAB Doris Martin

Department of Public Safety 2020 Yonkers Road

Raleigh, NC 27604 Telephone: 919-324-1052 Email: [email protected]

Submit your bid in a sealed envelope/box bearing the RFP number, the commodity or service being offered (Voluntary Supplemental Dental Insurance), the filing deadline, and the bidder’s name. The CD, DVD or flash drive files shall not be password-protected and shall be capable of being copied to other media.

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2.2 Filing Deadline: Proposals must be received by the Department by 11:00 a.m. on the deadline indicated on page one, above. Proposals received after that time and date shall not be reviewed.

The Department recommends that Vendors submit proposals via hand delivery or overnight express to the address listed in Section 2.1 to ensure that their proposals are timely received by the Department.

2.3 Insurance Agents And Brokers: Any one insurance agent or broker may submit only one proposal for the supplemental dental insurance product. If an agent or broker submits more than one proposal, all of that agent’s or broker’s proposals shall be rejected. Similarly, any proposal that offers the products of more than one insurance company for dental shall be rejected.

2.4 Written Questions: All questions regarding this RFP must be submitted to Edward Davis via email at [email protected] by no later than 5:00 PM ET on July 8, 2016. The Department will not respond to questions submitted thereafter. When submitting questions: (1) insert the phrase, “Questions Regarding DPS Supplemental Dental Insurance RFP” and your company name in the subject line of your email; and (2) begin each question by referencing the RFP Section in question; e.g. “We have a question about RFP Section 4.1(a).” A copy of all questions and answers regarding this RFP will be posted on the State’s Interactive Purchasing System (IPS) web site at:

https://www.ips.state.nc.us/ips/OpenBidSearch.aspx

The written questions and answers shall constitute an addendum to this RFP. The requirements of this RFP can only be altered by written addenda posted on the IPS web site.

2.5 Prohibited Communications: Except for the written Vendor questions authorized above, Vendor responses to Insurance Committee questions, and inquiries about the status of contract award, no Vendor may have any written or oral communications with any member of the Department or its agents about this RFP and any associated proposals, from the date this RFP is issued until the date the Contract is awarded. Vendors who violate this prohibition shall be disqualified from contract award unless it is determined that the best interest of the Department would not be served by the disqualification.

2.6 Basis For Rejection: The Department reserves the right to reject any and all offers, in whole or in part, by deeming the offer unsatisfactory as to quality or quantity, delivery, price or service offered; non-compliance with the requirements or intent of this RFP; lack of competitiveness; errors in specifications or indications that revision would be advantageous to the Department; cancellation or other changes in the intended project, or other determination that the proposed requirement is no longer needed; limitation or lack of available funds; circumstances that prevent determination of the best offer; or any other determination that rejection would be in the best interest of the Department.

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2.7 Acceptance of RFP Terms & Conditions: All proposals are subject to the terms and conditions outlined herein. All proposals shall be controlled by such terms and conditions and the submission of other terms and conditions as part of a Vendor's response shall be waived and have no effect either on this Request for Proposals or on any contract that may be awarded through this solicitation. By submitting an executed proposal, the Vendor specifically agrees to the conditions set forth in this paragraph.

2.8 Oral Explanations: The Department shall not be bound by oral explanations or instructions given by any member, employee, or agent of the Department to any Vendor at any time during the procurement process.

2.9 Incorporation by Reference: Information may not be incorporated into a proposal by reference unless the information is included within, or is attached to, the proposal.

2.10 Elaborate Proposals Not Desired: Elaborate proposals in the form of brochures or other presentations beyond what is necessary to present a complete and effective proposal are not desired. The Department prefers that:

(a) All proposals and copies of proposals are printed with text on both sides of each page;

(b) All proposals and copies of proposals are printed on recycled paper with a minimum post-consumer content of 30%;

(c) All proposals and copies of proposals are produced without the use of non-recyclable or non re-usable materials such as plastic report covers, plastic dividers, vinyl sleeves, and binding. (The use of three-ringed binders, glued materials, paper clips, and staples are acceptable); and

(d) All proposals are submitted in a format which allows for easy removal and recycling of paper materials.

2.11 Proposal Costs: Vendors shall be responsible for all costs incurred by them in preparing and submitting their proposals. The Department will not reimburse any Vendor for the cost of preparing and submitting a proposal.

2.12 Time For Acceptance: Each proposal must state that it is a firm offer that may be accepted by the Department at any time within 150 days following the deadline for submitting proposals.

2.13 Confidentiality Of Proposals: By executing and submitting a proposal, the Vendor agrees that it will not disclose the contents of its proposal to any person or entity other than the Department until after bid opening, except as authorized in writing by the Department. Violators may be disqualified from contract award.

2.14 Ownership Of Submitted Materials: All materials submitted in response to this RFP, including all proposals, reports, charts, displays, schedules, exhibits, samples and correspondence, shall become the property of the Department when received by the Department.

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2.15 Vendor’s Representative: Each Vendor shall submit with its proposal the name, address, and telephone number of one or more persons authorized to bind the Vendor and to answer questions or provide clarification regarding the Vendor’s proposal.

2.16 Historically Underutilized Businesses: Pursuant to G.S. §143-48 and Executive Order Number 24, signed on, September 3, 2013, the Department invites and encourages participation in this procurement by businesses owned by minorities, women, the disabled, disabled business enterprises, and non-profit work centers for the blind and severely disabled. For more information, go online to: http://www.doa.state.nc.us/hub/.

2.17 IRAN DIVESTMENT ACT: Pursuant to N.C.G.S. § 147-86.55 et seq., the State shall not enter into a contract unless the awarded Vendor provides a certification of compliance with the Iran Divestment Act to the awarding agency, and on a periodic basis thereafter as may be required by the State. Vendors are directed to review the foregoing laws. The State will provide the required certification to any awarded Vendor. Refer to attachment N.

2.18 Interpretation of Terms and Phrases: This Request for Proposal serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the Department; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. As such, all terms in the Request for Proposal shall be enforceable as contract terms in accordance with the General Terms and Conditions. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether proposals should be evaluated or rejected, the Department will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the Department’s needs as described in the Request for Proposal. Except as specifically stated in the Request for Proposal, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the Department exercising its discretion to reject a proposal in its entirety.

2.19 Provider Utilization Report: This information is available to qualified providers that are interested in submitting a bid based upon the Request for Proposal. This information can be gained by submitting in writing a request to Edward Davis at

[email protected]. This information will only be available up and until bids are due for this product.

2.20 Current Claims Data: This information is available to qualified providers that are

interested in submitting a bid based upon the Request for Proposal. This information can be gained by submitting in writing a request to Edward Davis at

[email protected]. This information will only be available up and until bids are due for this product.

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ARTICLE 3.0 SELECTION PROCEDURES

3.1 Statutory Authority: The selection procedure described below is prescribed by G.S. 58-31-60 (c1).

3.2 Public Opening: At the time and place specified on the first page of this RFP, no less than five (5) voting members of the DPS Employee Insurance Committee shall meet together to publically open all proposals received by the Committee and to record them in the Committee’s minutes. Upon opening, the proposals shall become public records. Pursuant to North Carolina General Statutes, Section 132-6(a), the Committee Chair shall, as promptly as possible, respond to written requests by any person to review the submitted proposals or to receive a copy of the proposals.

3.3 Review: The Committee shall review the proposals together at a time and place selected by the Committee Chair, after each committee member has had adequate time to read each of the proposals. The Committee shall examine the cost and quality of the insurance products, the reputation and capabilities of the insurance companies submitting the proposals, and the following additional criteria:

a. The proposed Plan Design;

b. The proposed setup and implementation plan; c. The ease of administration;

d. The quality of the Vendor’s proposed client help desk;

e. The quality of the Vendor’s informal dispute resolution process;

f. The Vendor’s record of providing the same or similar products under contracts with other departments of state government, county governments, municipal governments, or large corporate employers;

g. The qualifications, experience, and sufficiency of the staff assigned to service the Contract;

h. The details of any criminal convictions or pending criminal investigations against the Vendor or any of its officers, directors, employees, agents or subcontractors;

i. The details of any regulatory sanctions or pending regulatory investigations against the Vendor or any of its officers, directors, employees, agents or subcontractors; j. The Vendor’s industry rating;

k. The Vendor’s financial stability;

l. The collective answers to questions posed within this RFP, including deviations (explanation of “No” answers).

3.4 Selection: Using the criteria listed above, the Committee shall determine which proposals, if any, would meet the needs and desires of DPS employees and may schedule an in-person presentation for two or more top vendor candidates. The Committee will award a payroll deduction slot to the company submitting the proposal that meets those needs and desires. The Committee may reject any or all proposals.

3.5 Modification Or Withdrawal Of A Proposal: A Vendor may seek to modify or withdraw a proposal only after the public opening and only on the basis that the proposal contains an unintentional clerical error as opposed to an error in judgment. A Vendor seeking to modify or withdraw a proposal shall submit to the Committee a written request, with facts and evidence in support of its position, prior to the award of the payroll deduction slot, but not later than two days after the public opening of the proposals.

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The Committee shall promptly review the request, examine the nature of the error, and determine whether to permit or deny the request.

ARTICLE 4.0 GENERAL TERMS AND CONDITIONS

4.1 The Contract Documents: The Contract Documents shall consist of the attachments to this RFP, if any; this RFP; the Vendor’s Best and Final Offer, if any; and the Vendor’s proposal. In the event of a conflict between the terms of the contract documents, the terms in the document with the highest precedence shall control. The addenda to the RFP, if any, shall have the highest precedence; the RFP with Attachments A through P shall have the second highest precedence; the Vendor’s Best and Final Offer, if any, shall have the third highest precedence; and the Vendor’s proposal shall have the fourth highest precedence. These documents shall constitute the entire agreement between the parties and shall supersede all other prior oral or written statements or agreements.

4.2 Contract Period: The Contract shall be effective for a period of two (2) years, beginning on the date specified in the notice of award, with provisions for up to three (3) contract extensions of one (1) year each, at the Department’s sole discretion, unless otherwise terminated as provided herein. The Department will give the Vendor written notice of its intent to exercise these options no later than sixty (60) days before the end of contract years two (2), three (3), and four (4), respectively. The contract period and the cost specified herein may be changed only with the express written agreement between the Department of Public Safety and the Vendor. Price changes will not exceed the CPI index for the previous 12 months.

4.3 Contract Administrators: The Contract Administrators are the persons to whom all required notices shall be given and to whom all matters relating to the administration, interpretation, and amendment of this Contract shall be addressed. The Vendor shall designate a single Contract Administrator, who shall be the Vendor’s primary contact with the Department for all issues regarding this Contract. The Vendor shall identify its initial Contract Administrator in its proposal and shall confirm the name, title, address, telephone number, and email address of its Contract Administrator within five (5) business days after the Effective Date of the Contract. The Vendor’s Contract Administrator shall be available by phone, facsimile, or email, upon 24 hours notice. The Department’s contract administrator is named below.

The Department’s Contract Administrator

U.S. Postal Service Address Overnight Express Address

Doris Martin

Department of Public Safety 4228 Mail Service Center Raleigh, NC 27699-4228 Telephone: 919-324-1052 Email: [email protected]

Doris Martin

Department of Public Safety 2020 Yonkers Road

Raleigh, NC 27604 Telephone: 919-324-1052 Email: [email protected]

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Either party may change the identity of its Contract Administrator or change the contact information for its Contract Administrator by giving written notice 45 days of the planned change to the other party.

4.4 Independent Vendor: The Vendor is and shall be deemed to be an independent contractor in the performance of this Contract and as such shall be wholly responsible for the work to be performed and for the supervision of its employees. The Vendor represents that it has, or shall secure at its own expense, all personnel, office space, office equipment, data processing equipment and services, printing equipment and services, supplies, postage, and other resources needed to perform the contract services. The personnel provided by the Vendor shall not be employees of, or have any individual contractual relationship with, the Department.

4.5 Subcontracting: The Vendor shall not subcontract any of the work contemplated under this Contract without prior written approval from the Department. Any approved subcontract shall be subject to all conditions of this Contract. Only the subcontractor specified in the contract documents are to be considered approved upon award of the Contract. The Department shall not be obligated to pay for any work performed by any unapproved subcontractor. The Vendor shall be responsible for the performance of all of its subcontractors.

4.6 Assignment Prohibited: No assignment of the Vendor's obligations or the Vendor's right to receive payment hereunder shall be permitted. The Vendor shall not assign or transfer any interest in this Agreement without prior written approval by the Department’s Insurance Committee.

4.7 Beneficiaries: Except as herein specifically provided otherwise, this Contract shall ensure to the benefit of and be binding upon the parties hereto and their respective successors. It is expressly understood and agreed that the enforcement of the terms and conditions of this Contract, and all rights of action relating to such enforcement, shall be strictly reserved to the Department and the named Vendor. Nothing contained in this document shall give or allow any claim or right of action whatsoever by any other third person. It is the express intention of the Department and Vendor that any such person or entity, other than the Department or the Vendor, receiving services or benefits under this Contract shall be deemed an incidental beneficiary only.

4.8 Indemnification: The Vendor shall indemnify the Department, its agents, employees and officials, and the State of North Carolina and hold them harmless against any and all loss, damage, and expense, including attorney’s fees, occasioned by any claims, demands, lawsuits or administrative proceedings brought against the Department or the State by reason of the Vendor’s performance under this Contract or by reason of the Department’s reliance on the recommendations of the Vendor or the recommendations of any of the Vendor’s employees, agent, or subcontractors.

4.9 Liability Claims Against The Vendor: Neither the State of North Carolina, the Department, nor its employees shall be responsible for any liability claims against the Vendor.

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4.10 Termination of Contract: The contract shall be subject to termination under any of the following conditions:

(a) Without Cause: The Department may terminate the Contract without cause by giving ninety (90) days written notice to the Vendor.

(b) For Cause: Upon failure to comply with the terms and conditions of the contract, provided that Department of Public Safety shall give the Vendor at least forty five (45) days written notice stating the specific areas of nonperformance or noncompliance with the contract. Termination, at the option of Department, shall be effective forty five (45) days after mailing such notice unless the Vendor shall have remedied said failure. In that event all finished or unfinished deliverable items under this contract prepared by the Vendor shall, at the option of the Department, become the Department’s property, and the Vendor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such materials. Notwithstanding, the Vendor shall not be relieved of liability to the Department for damages sustained by the Department by virtue of any breach of this agreement, and the Department may withhold any payment due the Vendor for the purpose of setoff until such time as the exact amount of damages due to the Department from such breach can be determined. In the case of default by the Vendor, the Department may procure the services from other sources and hold the Vendor responsible for any excess cost occasioned thereby. The Department reserves the right to require a performance bond or other acceptable alternative guarantees from the Vendor without expense to the Department. In addition, in the event of default by the Contractor, the Department may immediately cease doing business with the Contractor, immediately terminate for cause all existing contracts the Department has with the Contractor, and debar the Contractor from doing future business with the Department.

(c) Vendor Bankruptcy: The filing of a petition for bankruptcy by the Vendor shall be an act of default under this contract.

4.11 Waiver of Default: Waiver by the Department of any default or breach in compliance with the terms of this Contract by the Vendor shall not be deemed a waiver of any subsequent default or breach and shall not be construed to be modification of the terms of this Contract unless stated to be such in a written document signed by authorized representatives of the Department and the Vendor.

4.12 Force Majeure: Neither party shall be deemed to be in default of its obligations hereunder if and so long as it is prevented from performing such obligations by any act of war, hostile foreign action, nuclear explosion, riot, strikes, civil insurrection, earthquake, hurricane, tornado, or other catastrophic natural event or act of God.

4.13 Survival of Promises: All promises, requirements, terms, conditions, provisions, representations, guarantees, and warranties contained herein shall survive the Contract expiration or termination date unless specifically provided otherwise herein, or unless superseded by applicable Federal or State statutes of limitation.

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4.14 Compliance with Laws: The Vendor shall comply with all laws, ordinances, codes, rules, regulations, and licensing requirements that are applicable to the conduct of its business, including those of federal, state, and local agencies having jurisdiction and/or authority.

4.15 Equal Employment Opportunity: The Vendor shall comply with all applicable federal, State and local laws and regulations relating to equal employment opportunity, affirmative action, and employment of the handicapped.

4.16 Health Insurance Portability and Accountability Act (HIPAA): The Vendor agrees that, if the Department determines that some or all of the activities within the scope of this Contract are subject to the Health Insurance Portability and Accountability Act of 1996, P.L. 104-91, as amended (“HIPAA”), or its implementing regulations, it will comply with the HIPAA requirements and will execute such agreements and practices as the Department may require to ensure compliance.

4.17 Vendor Trade Secrets:

(a) If a Vendor discloses one or more of its trade secrets to the Department in

response to an RFP or in connection with the Vendor’s performance of a public contract, the Department can protect the trade secret from public disclosure to the extent permitted by G.S. § 132-1.2 and 1 NCAC § 5B.1501 if the Vendor takes one or more of the following steps before disclosing the trade secret to the Department.

(i) If the Vendor determines that all of the information on any given page of a proposal or contract deliverable constitutes a trade secret, as that term is defined in G.S. § 66-152(3), the Vendor may designate the entire page as confidential by marking the top and bottom of the page with the word “CONFIDENTIAL” in upper-case bold-face type.

(ii) If the Vendor determines that any given page of a proposal or contract deliverable contains a mixture of trade secrets and non-confidential information, the Vendor may highlight the trade secrets and indicate in the margins that the highlighted text constitutes a confidential trade secret.

(iii) By so marking any page, the Vendor warrants that it has formed a good faith opinion, upon advice of counsel or other knowledgeable advisors, that the items marked confidential meet the requirements of G.S. §§ 66-152(3) and 132-1.2(1). Price information may not be designated as confidential.

(iv) Vendor shall notify the chairman either prior to or immediately upon bid opening that their proposal contains vendor trade secrets.

(b) The Department may serve as the custodian of the Vendor's trade secrets but not

as an arbiter of claims against the Vendor's assertion of confidentiality. If an action is brought pursuant to G.S. § 132-9 to compel the Department to disclose information marked confidential, the Vendor agrees that it will intervene in the action through counsel and participate in defending the Department and its officials and employees against the action. The Vendor agrees that it shall hold the Department and its officials and employees harmless from any and all damages, costs, and attorneys' fees awarded against the Department in the action. The Department agrees to give the Vendor prompt written notice of any action seeking to compel the disclosure of Vendor's trade secrets.

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The Department shall have the right, at its option and expense, to participate in the defense of the action through its counsel. The Department shall have no liability to Vendor with respect to the disclosure of Vendor's trade secrets pursuant to an order issued by a court of competent jurisdiction pursuant to G.S. § 132-9 or any other applicable law.

4.18 Data Ownership: The Vendor understands and agrees that all data provided by the Department to the Vendor under this Contract is owned by the Department.

4.19 Data Use: All data provided by the Department to the Vendor under this Contract shall be used by the Vendor solely for the purposes described in this Contract. The Contractor shall take all steps necessary to safeguard any data, files, reports or other information from loss or destruction. Liability for any costs or expense of replacing of damages, resulting from the loss of such data shall be borne by the Contractor unless at the time of loss said data was in the exclusive custody of the Department of Public Safety. Within thirty (30) days upon termination of contract, the Contractor shall hand over any data, files, records, or other information to the Department of Public Safety.

4.20 Confidentiality: All data provided by the Department to the Vendor under this Contract shall be kept confidential by the Vendor and shall not be divulged or made available to any individual or organization without the prior written approval of the Department, except as may be required to write insurance policies, to respond to policy holder questions and claims, and as otherwise required by law. Any information, data, instruments, documents, studies, or reports given to, prepared, or assembled by the Contractor under this agreement shall be kept confidential by the Contractor and shall not be divulged or made available to any individual or organization without prior written approval of the Department of Public Safety, except as required to respond to policy holders questions and claims and as otherwise required by law. The Vendor shall not sell or make available to any third party for any purpose the names or social security numbers of eligible participants under this plan. Notwithstanding the terms of RFP Section 4.10, above, violation of the prohibition in the prior sentence shall be grounds for immediate termination of this Contract for cause by the Department without the Department giving the Vendor any opportunity to cure the violation.

4.21 Access to Persons and Records:

(a) Pursuant to G.S. §147-64.7, the State Auditor and the Auditor's authorized representatives shall have ready access to the Vendor’s officers, employees, and agents and may examine and copy all books, records, reports, vouchers, correspondence, files, personnel files, investments, and any other documentation created, received, or held by the Vendor under this Contract, both during and after termination of this Contract. The Department’s internal auditors shall be given the same access as the State Auditor.

(b) In addition, the Department of Public Safety shall have timely access to all materials, data, information, criteria, etc., in whatever form, prepared by the Vendor under this Contract or otherwise pertaining to this Contract, including access to specific policy information for individual employees and retirees so that the Department can respond to employee and retiree inquiries and complaints.

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4.22 Record Retention: The Vendor shall retain all records for a period of six (6) years following completion of the Contract, and shall maintain individual policy records for a period of six (6) years following the termination of each policy.

4.23 Choice of Law: The validity of this Contract and any of its terms or provisions, as well as the rights and duties of the parties to this Contract, are governed by the laws of North Carolina. The Vendor, by signing this Contract, agrees and submits, solely for matters concerning this Contract, to the exclusive jurisdiction of the courts of North Carolina and agrees, solely for such purpose, that the exclusive venue for any legal proceedings shall be Wake County, North Carolina. The place of this Contract and all transactions and agreements relating to it, and their situs and forum, shall be Wake County, North Carolina, where all matters, whether sounding in contract or tort, relating to the validity, construction, interpretation, and enforcement shall be determined.

4.24 Amendment: This Contract may not be amended orally or by performance. Any amendment must be made in written form and executed by duly authorized representatives of the Department and the Vendor.

4.25 Severability: In the event that a court of competent jurisdiction holds that a provision or requirement of this Contract violates any applicable law, each such provision or requirement shall continue to be enforced to the extent it is not in violation of law or is not otherwise unenforceable and all other provisions and requirements of this Contract shall remain in full force and effect.

4.26 Titles and Headings: The titles and headings of the various parts of this RFP are not material parts of the RFP and should not be used to construe the meaning thereof.

4.27 Time of the Essence: Time is of the essence in the performance of this Contract.

4.28 Key Personnel: The Vendor shall not replace any of the key personnel assigned to the performance of this Contract without the prior written notification to the Department. The term “key personnel” includes any and all persons identified as such in the Vendor’s proposal and any other persons subsequently identified as key personnel by the written agreement of the parties.

4.29 Travel Expenses: The Vendor shall be responsible for all travel expenses arising out of the Vendor’s performance of its duties under this Contract; the Department shall not reimburse the Vendor for any travel expenses.

4.30 Advertising: The Vendor shall not use the award of this contract as a part of any news release or commercial advertising.

4.31 Audit: The Contractor agrees that the Department of Public Safety, or designee, will have the right to audit the records of the Contractor both during performance and after completion.

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ARTICLE 5.0 STATEMENT OF WORK

5.1 Supplemental Dental Insurance Plan Requirements: The supplemental dental insurance plan (“Plan”) offered by the Vendor must meet all of the following criteria. These criteria are mandatory. If any one or more of these criteria are not met, the Vendor’s proposal is subject to rejection.

(a) The Plan shall offer coverage for all of the Department’s eligible employees to include employee, spouse and/or dependent children. Provide rates and coverage for Department employees, employees’ spouses, and/or dependent child (ren). Refer to Attachment B.

(b) New policies shall become effective on the first day of the month following the initial payroll premium deduction in the State payroll system and shall be “Guaranteed Issue” at “Initial Rollout” and at any time within 90 days of hire for new employees. (c) Policy changes shall become effective on the first day of the month following the

changes made and recorded in the State payroll system.

(d) The Plan shall guarantee that premium rates shall only be raised for the entire class of policyholders rather than for individual policyholders.

(e) The Plan shall define any terms of pre-existing condition limitations.

(f) The Plan shall define any applicable waiting periods.

(g) The benefits paid under the Plan shall not be reduced as a consequence of any other coverage obtained or benefits paid to the insured.

(h) The Plan shall be portable upon separation from the Department. Payroll deductions will cease and the Vendor will make other arrangements with the Policyholder for premium payments.

(i) The Plan shall permit a Policyholder to continue his or her coverage during a leave of absence (LOA). For those employees on leave without pay (LWOP) payroll deductions will cease and the Vendor will make other arrangements with the Policyholder for premium payments.

(j) The Plan shall not prohibit a Policyholder from obtaining additional supplemental dental coverage from another vendor.

(k) The Plan shall include but not limited to the items listed on the cost proposal on page 19 with the following additional requirements:

i. Provide coverage for any dependent children up to and until they reach the age of 26 years of age.

ii. Provide coverage for any dependent children of any age who remain dependent upon the employee for support and maintenance and who are unable to be self-sufficient because of a mental or physical handicap.

iii. Provide a premium option for adults to purchase for orthodontia coverage.

iv. A minimum annual maximum allowance of no less than $5000.00 per calendar year on the plan as a maximum allowance for each participant.

v. Life time maximum benefit of no less than $1500.00 per participant for orthodontics.

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5.2 The Vendor’s Responsibilities:

(a) The Vendor shall offer the Department’s employees, at no cost to the Department, a supplemental dental plan that meets all of the criteria set out in RFP Section 5.1, above.

(b) The Vendor shall prepare and distribute to interested employees, at no cost to the Department, a brochure describing the terms and conditions of the supplemental dental insurance policy.

(c) The Vendor shall implement, at no cost to the Department, the rollout and marketing plans described in its proposal.

(d) The Vendor shall provide, at no cost to the Department, at least two (2) in-person sales seminars per year or two conference calls/webinars with Health Benefit Representatives (HBR’s) to aid them in explaining to the interested DPS employees the Vendor’s supplemental dental insurance plan. The Vendor shall coordinate the sales seminar dates, locations and times with the manager/Health Benefits Representative (HBR). If the Vendor does not want to conduct the sales seminars in state-owned or leased buildings, the Vendor shall pay the cost of the selected meeting space.

(e) The Vendor shall provide, at no cost to the Department, a customer help desk that will answer DPS employee questions about the Plan. At a minimum, the customer help desk shall be available by telephone from 8:00 AM (ET) through 5:00 PM (ET) each Monday through Friday, excluding State holidays. The customer help desk must be available via the internet 24 hours a day, seven days a week.

(f) The Vendor shall provide, at no cost to the Department, a dispute resolution process that may be used by DPS employees who are insured by the Vendor.

(g) Pursuant to the terms of G.S. § 58-31-60(c), the Vendor shall use the payroll deduction slot allocated to it solely for the purpose of collecting premiums for the supplemental dental insurance described in this RFP and in the Vendor’s proposal and approved by the Department’s Employee Insurance Committee; the Vendor shall not use the payroll deduction slot to collect any premiums for any other policies or types of insurance. Notwithstanding the terms of RFP Section 4.10, above, a violation of this prohibition shall be grounds for immediate termination of this Contract by the Department for cause without the Department first giving the Vendor an opportunity to cure the violation.

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5.3 The Department’s Responsibilities:

(a) Pursuant to the terms of G.S. § 58-31-60(c), the Department shall allocate one payroll deduction slot to the Vendor to be used solely for the collection of insurance premiums from participating employees. The Department’s sole financial obligation to the Vendor shall be to disburse to the Vendor the premiums collected through payroll deduction for eligible employees. No NC General funds have been, or will be, appropriated to pay any of the costs of this Contract.

(b) Pursuant to the terms of G.S. § 58-31-60(c), the Department shall give the Vendor the opportunity to solicit contracts with the Department’s employees by making such employees aware that representatives of the company will be available at specified locations, dates, and times convenient to the Department’s employees.

(c) The Department shall provide suitable meeting rooms for the Vendor to use to meet with the Department’s employees who are interested in purchasing supplemental dental insurance, unless the Vendor obtains the Department’s approval to hold the meetings in rooms that are not owned or leased by the Department.

(d) The Department does not guarantee any minimum level of participation in the plan by its employees.

ARTICLE 6.0 PROPOSAL QUALIFICATIONS

6.1 To be eligible for consideration, a proposal must document that the insurance company that will issue the supplemental dental insurance policies under this RFP had a rating of “A” or better from A.M. Best Company when the Vendor filed its proposal. Provide the rating documentation in Attachment C, along with other required information.

6.2 To be eligible for consideration, a proposal must document that the insurance company that will issue the supplemental dental insurance policies under this RFP is authorized to issue policies in the State of North Carolina. Provide authorization from the State of North Carolina in Attachment D, along with other required information.

6.3 To be eligible for consideration, a proposal must document that its supplemental dental insurance plan and the rates in the plan have already been filed with and approved by the N.C. Department of Insurance. Provide proof of approval in Attachment E, including the Vendor policy, Certificate of Coverage and Summary Plan Description.

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ARTICLE 7.0 FORMAT AND CONTENT OF THE VENDOR’S PROPOSAL

7.1 Format of the Vendor’s Proposal

(a) The Vendor’s proposal shall consist of the pages of this RFP and the additional information and attachments specified herein. The proposal should be organized in the manner specified below.

(b) The first item in the Vendor’s proposal shall be a transmittal letter printed on the Vendor’s letterhead stationery. The letter should be signed by the same individual who signs the Proposal Execution Page. The subject line of the letter should contain the words RFP for Voluntary Supplemental Dental Insurance for N.C. DPS”. The letter should identify the insurance agency, insurance broker, and insurance company that have developed the proposal and should also provide the name, title and contact information of a person who can answer questions about the proposal.

(c) The transmittal letter shall be followed by the Proposal Execution Page, which is the first page of this RFP. The Proposal Execution Page must be signed by an individual authorized to legally bind the Vendor. If that individual is not the Vendor’s president or chief executive officer, submit evidence of the individual’s authority to bind the Vendor. Unsigned proposals shall not be reviewed.

The individual who signs the transmittal letter and the Proposal Execution Page must also sign Attachment A, the “Vendor’s Certification of Compliance with G.S. § 133-32 & Executive Order 24”, and Attachment B, the “Vendor’s Cost Proposal”.

(d) The Proposal Execution Page should be followed by the Table of Contents that appears on page 2 of this RFP. The Table of Contents should be followed by the remaining pages of this RFP, which should be followed by the attachments listed in the RFP. If the Vendor submits additional attachments, those attachments should follow the attachments listed in the RFP, and be noted in the Table of Contents.

(e) After the Vendor has finished compiling its proposal, the Vendor shall number the pages of the proposal consecutively from the Proposal Execution Page (page 1) through the last page of the last attachment and then update the Table of Contents to accurately reflect this pagination. The page numbers should be placed in the bottom, right-hand corner of each page, the same place in which they appear in this RFP.

(f) The proposal should be printed on 8.5 inch x 11 inch paper with 0.75 inch margins at the top and bottom and left and right sides.

(g) The Proposal should be set in Arial 12 point type; however the text in tables may be set in 10 point type, if needed.

(h) The details of the Vendor’s supplemental dental insurance plan must be set out in the Vendor’s responses to the questions and requests for information and documents that follow below in 7.2 and in the Attachments.

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7.2 The Content of the Vendor’s Proposal : Requested information shall be provided and inserted into RFP Attachments A through N.

7.3 Attachments: The following Attachments represent the RFP requirements and provides the mechanism for vendors to answer RFP questions; provide information concerning various business concerns; staff contact and background information; evidence of authorizations, ratings and approvals; and other response information as defined within each Attachment.

The DPS Insurance Committee may reject a proposal solely on the basis of the Vendor’s response to all RFP Attachments.

Attachment A: Vendor Certification of Compliance with G.S. § 133-32 and Executive Order 24

Attachment B: Cost Proposal

Attachment C: Vendor Qualifications

Attachment D: Authorization to Issue Dental Insurance Policies in North Carolina

Attachment E: Evidence of the North Carolina Department of Insurance’s Approval of the Policy, Certificate, and Summary Plan Description

Attachment F: Customer Support Plan

Attachment G: Rollout Plan

Attachment H: Marketing Plan

Attachment I: Staffing Plan

Attachment J: Dental Insurance Policy Plan

Attachment K: Sales Brochure

Attachment L: Business Information

Attachment M: Plan Administration

Attachment N: Iran Divestment Act Certification

Attachment O: Profile of Eligible DPS Employees

Attachment P: Profile of Eligible DPS Employees currently enrolled in Dental plan by Zip Code

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ATTACHMENT A

Certification of Compliance with General Statute § 133-32 and Executive

Order 24

RFP for Voluntary Supplemental Dental Insurance for DPS Employees Background

A. N.C. G.S. § 133-32 makes it unlawful for any vendor, subcontractor, or supplier who: (1) has a contract with a governmental agency; or (2) has performed under such a contract within the past year; or (3) anticipates bidding on such a contract in the future; to make gifts or to give favors to any governmental officer or employee who is charged with the duty of: (1) preparing plans, specifications, or estimates for public contract; or (2) awarding or administering public contracts; or (3) inspecting or supervising construction.

N.C. G.S. § 133-32 can be viewed online at:

http://www.ncga.state.nc.us/gascripts/Statutes/StatutesTOC.pl

B. By means of Executive Order 24, signed on October 1, 2009, expanded the prohibitions in N.C. G.S. § 133-32 to ban the giving of gifts and favors to any employee of the Cabinet agencies and the Office of the Governor -- regardless of the nature of their official duties.

C. As of January 1, 2012, the former Department of Correction, the Department of Crime Control and Public Safety and the Department of Juvenile Justice were consolidated to become the Department of Public Safety. All functions, powers, duties, and obligations vested in the former departments were transferred to, vested in, and consolidated within the Department of Public Safety.

Certifications

1. I certify that I understand that N.C. Gen. Stat. § 133-32 prohibits my organization, as a bidder on a public contract, from giving any gifts or favors to any governmental officer or employee who is charged with the duty of: (1) preparing plans, specifications, or estimates for public contract; or (2) awarding or administering public contracts; or (3) inspecting or supervising construction.

2. I certify that I understand that Executive Order 24 signed on October 1, 2009, prohibits my organization, as a bidder on a public contract, from giving any gifts or favors to any employee of Cabinet agencies and the Office of the Governor.

3. I certify, on behalf of my organization and its employees and agents, that I have made reasonable inquiries and have found no evidence that any such prohibited gifts or favors have been offered or promised by any of my organization’s employees or agents to any covered State officers or employees.

4. I certify that the language of this certification shall be included in all subcontracts at all tiers (including subcontracts, sub-grants, and contracts under grants, loans, and cooperative agreements) and that all subcontractors shall certify and disclose accordingly.

5. I understand that this certification is a material representation of fact; that the North Carolina Department of Public Safety will rely upon this certification if it decides to award a contract to my organization; and that submission of this certification is a prerequisite for State review of the attached proposal.

VENDOR EMAIL ADDRESS

AUTHORIZED SIGNATURE DATE

TYPED OR PRINTED NAME OF PERSON SIGNING TYPE OR PRINTED TITLE OF PERSON SIGNING

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ATTACHMENT B

Cost Proposal

RFP for Voluntary Supplemental Dental Insurance for DPS Employees

The Vendor named below hereby offers to provide the Voluntary Supplemental Dental Insurance described in the above-referenced RFP and in the Vendor’s Proposal, pursuant to the General Terms and Conditions specified in RFP Section 4.0, to DPS employees, for the costs quoted in the following Cost Table. The Vendor understands that policy premiums shall be paid solely by the policyholders through payroll deduction, while in pay status.

VENDOR NAME EMAIL ADDRESS

AUTHORIZED SIGNATURE DATE

TYPED OR PRINTED NAME OF PERSON SIGNING TYPED OR PRINTED TITLE OF PERSON SIGNING

This Cost Proposal must be signed by the same individual who signed the Proposal Execution page.

PPO Dental Covered Services

Cost Table

Coverage Type In-Network % Out-of-Network %

Type I - Diagnostic & Preventive

Type II - Basic

Type III - Major

Type IV - Orthodontic

R&C Percentage

Deductibles Amount Deductible applies

to: Type I,II,III, or IV In-Network % Network %

Out-of-Annual Individual

Annual Family

R&C Percentage

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Maximums Amount Deductible applies

to: Type I,II,III, or IV In-Network % Network % Out-of-Annual Maximum Allowance (per

covered person)

Lifetime Maximum for Orthodontic Care (per covered

person)

Covered Services Service Detail Type I,II,III, or IV In-Network

% Network %

Out-of-Cleaning

Oral Examination

Fluoride Application

Bitewing X-rays

Full Mouth X-rays

Sealants

Space Maintainers

Mouth Guards

Fillings (composite)

Simple Extractions

Dentures (limited to every ____

years)

Bridge (limited to every ____

years)

Re-cementions

Endodontics (root canal)

General Anesthesia

Oral Surgery

Crowns/Inlays/Onlays

Surgical Extractions of Erupted

Tooth

Re-cement of Removable

Dentures

Repair of Removable Dentures

Implants

Denture

Adjustment/Relining/Repair

Fixed Bridge Repair

Periodontics

Orthodontic Service Detail Type I,II,III, or IV In-Network

% Network %

Out-of-Dependent Care Yes No

Dependent Care up to age

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Additional Services Amount Deductible applies

to: Type I,II,III, or IV In-Network % Network %

Additional Information

Requested Details

Waiting Periods

Limitations

Exclusions

In-Network Provider List

Information

Monthly Rates

Rate Options Amount

Employee Only

Employee & Spouse

Employee & Child

Employee & Two or More

Children

Employee & Family

Instructions for completion of the above Cost Table is located below.

1. Use the Cost Table provided above to create your Cost Proposal.

2. The costs quoted in your Cost Proposal must be firm and fixed for the duration of the contract. 3. The Insurance Committee may ask for clarification during the evaluation period but it is not

required to do so. Cost Proposals that are incomplete or that contain significant inconsistencies may be rejected by the Committee without any request for clarification.

4. Unsigned Cost Proposals will be rejected by the Committee.

5. The cost table should reflect payment at the following benefits levels or better: Type I: 100% Diagnostic and Preventive

Type II: 80% Basic Services Type III: 50% Major Services Type IV: 50% Orthodontic

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ATTACHMENT C

Vendor Qualifications

C-1 Vendor Requirements

Confirm the following Vendor requirements by indicating Yes or No. Yes No

C-1a Do you, the responding Vendor, have a Dental insurance rating of “A” or better from A.M. Best Company?

C-1b Do you, the responding Vendor, have additional business ratings from other rating companies that are included in the RFP response?

C-2 Vendor Rating from A.M. Best Company

Attached verification of the A.M. Best Company’s rating.

C-3 Vendor Rating from Other Insurance Rating Entities

Attach verification of rating from other business entities. Inclusion of additional ratings is highly encouraged.

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ATTACHMENT D

Authorization to Issue Dental Insurance Policies in North Carolina

D-1 Vendor Authorization Requirements

D-1a The insurance company that will issue the dental insurance policies under this RFP is authorized to issue policies in the State of North Carolina.

D-2 Vendor Authorization

Attach authorization from the State of North Carolina’s Department of Insurance to issue dental insurance policies within the State of North Carolina.

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ATTACHMENT E

Evidence of N.C. Department of Insurance Approval of the

Proposed Policy, Certificate of Coverage and Summary Plan Description

E-1 Approval Requirements

E-1a The Plan and rates offered in the Vendor's proposal have already been filed with and approved by the N.C. Department of Insurance.

E-2 N.C. Department of Insurance Approval

Attach the documents that were filed with the N.C. Department of Insurance, and proof of approval.

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ATTACHMENT F

CUSTOMER SUPPORT PLAN

F-1 Support Staffing

Describe the staffing of your customer support/help desk.

F-2 Staff Relationships to DPS Employees

Identify any directors, partners, proprietors, or officers of the entities identified above who are related to any DPS employee and describe the relationship between them.

Add lines as needed.

Name DPS Employee Name Relationship

F-3 Support Plan Requirements

Confirm the following Support requirements by indicating Yes or No. Yes No

F-3a The Vendor shall implement, at no cost to the Department, the support plans described in its proposal.

F-3b The Vendor shall provide, at no cost to the Department, a customer help desk that will answer DPS employee questions about the Plan. At a minimum, the customer help desk shall be available by telephone from 8:00 AM (ET) through 5:00 PM (ET) each Monday through Friday, excluding State holidays. The customer help desk shall be available via the internet 24 hours a day, seven days a week.

F-3c The Vendor shall provide, at no cost to the Department, dispute resolution process that may be used by DPS policyholders.

F-3d The Vendor shall be responsible for paying the cost of Cobra Administration.

F-4 Dispute Resolution

Describe your dispute resolution process.

F-5 Claims Processing Sites

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F-6 Filing Claims

Describe how policyholders would file a claim?

F-7 Response Time

Describe your schedule for responding to claims and other questions from DPS employees.

F-8 Inquiries and Complaints

Describe how inquiries and complaints from DPS employees will be handled.

F-9 Customer Support Plan

Attach the Customer Support Plan.

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ATTACHMENT G

Implementation Plan

G-1 Implementation Plan Requirement

Confirm the following requirements by indicating Yes or No. Yes No

G-1a The Vendor shall implement, at no cost to the Department, the marketing plans described in its proposal.

G-2 Enrollment Process

G-3a How will the initial enrollments be conducted?

G-3b How will annual enrollments be conducted?

G-3 Vendor Implementation Plan

Attach the proposed Implementation Plan.

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ATTACHMENT H

Marketing Plan

H-1 Marketing Contact Information

INSURANCE AGENCY MARKETING THIS POLICY: EMAIL ADDRESS:

 CORPORATION OR PARTNERSHIP

 NOT A CORPORATION OR PARTNERSHIP

STATE OF INCORPORATION:

STREET ADDRESS OF INSURANCE AGENCY’S PRINCIPAL PLACE OF BUSINESS: MAILING ADDRESS IF DIFFERENT:

CITY, STATE, AND ZIP CODE: TELEPHONE:

INDIVIDUAL WHO CAN ANSWER QUESTIONS ABOUT THE AGENCY’S ROLE IN THE PROPOSAL:

EMAIL ADDRESS OF INDIVIDUAL:

FAX NUMBER AND OFFICE ADDRESS OF INDIVIDUAL: TELEPHONE NUMBER OF

INDIVIDUAL:

H-2 Marketing Plan Requirements

Confirm the Marketing Plan requirements by indicating Yes or No. Yes No

H-2a The Vendor shall prepare and distribute to interested employees, at no cost to the Department, a brochure describing the terms and conditions of the supplemental dentalinsurance policy.

H-2b The Vendor shall implement, at no cost to the Department, the marketing plans described in its proposal.

H-2c The Vendor shall provide, at no cost to the Department, at least two (2) in-person sales seminars per year or two conference calls/webinars with Health Benefit Representatives (HBR’s) to aid them in explaining to the interested DPS employees the Vendor’s supplemental dental insurance plan. The Vendor shall coordinate the sales seminar dates, locations and times with the manager/Health Benefits Representative (HBR). If the Vendor does not want to conduct the sales seminars in state-owned or leased buildings, the Vendor shall pay the cost of the selected

meeting space.

H-2d The Vendor shall implement, at no cost to the Department, an informational video tutorial about the dental insurance plan that is accessible to all DPS employees online, 24/7. The video shall be maintained and updated to coincide with any announcements of changes in the plan.

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H-3 Marketing Plan

Attach the proposed Marketing Plan.

H-4 Benefit Changes

How will benefit changes be communicated to DPS employees?

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ATTACHMENT I

Staffing Plan

I-1 Staffing Plan

Attach the proposed Staffing Plan.

I-2 Staff Relationships to DPS Employees

Identify any directors, partners, proprietors, or officers of the entities identified above who are related to any DPS employee and describe the relationship between them.

Add lines as needed.

Name DPS Employee Name Relationship

I-3 Criminal Convictions

Identify any criminal convictions of any of the Vendors or any of their officers, directors, employees, agents or subcontractors of which the Vendors have knowledge or a statement that there are none.

Add additional lines if needed.

Name Title Conviction Details

I-4 Criminal Investigations

Identify any criminal investigations pending against of any of the Vendors or any of their officers, directors, employees, agents or subcontractors of which the Vendors have knowledge or a statement that there are none.

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I-5 Regulatory Sanctions

Identify any regulatory sanctions levied against any of the Vendors or any of their officers, directors, employees, agents or subcontractors by any state or federal regulatory

agencies within the past five (5) years of which the Vendors have knowledge or a

statement that there are none. As used herein, the term “regulatory sanctions” includes the revocation or suspension of any license or certification, the levying of any monetary penalties or fines, and the issuance of any written warnings.

Name Title Regulatory Sanction Details

I-6 Regulatory Investigations

Identify any regulatory investigations pending against any of the Vendors or any of their officers, directors, employees, agents or subcontractors by any state or federal regulatory agencies of which the Vendors have knowledge or a statement that there are none. Add additional lines if needed.

Name Title Regulatory Investigation Details

I-7 Vendor’s Experience

Provide a description of experience providing the same or similar dental insurance product currently under contract with at least three (3) other departments of State

Government, county governments, municipal governments, or large corporate employers in North Carolina or in other states within the last five (5) years.

Add additional lines and columns where needed.

Clients Client Name Client Location

A B C D

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Clients

Questions A B C D

1. The start date of the contract with the clients 2. The end date of the contract with the clients

3. Were the insurance plans with each client dental plans, similar to the plan in the RFP?

4. The average number of policies issued annually over the term of each contract

5. Total number of policies issued over the term of the contract

6. Total number of Vendor employees assigned to service each contract

7. Any of the contracts extended or renewed at the end of their initial terms?

8. Any of these contracts terminated early for cause by either party?

Clients Lessons Learned From Reference Clients and Contracts

A B C D

Clients Client Reference Names and Phone Numbers

A B C D

I-8 Enrollment Staff

Identify the staff, and any subcontractors, who will organize and conduct enrollment meetings.

Add additional lines where needed.

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I-9 Staff and Management Résumés

Attach résumés for all management and key personnel who will be involved with providing services, support and/or maintenance of the proposed dental insurance policy.

I-10 Organizational Chart

Attach an organizational chart for all management and key personnel who will be involved with providing services, support and/or maintenance of the proposed dental insurance policy.

REQUEST FOR PROPOSALS