HomeMy WebLinkAboutRFP 2025161-01 Benefits Broker FINALREQUEST FOR PROPOSAL to provide
EMPLOYEE BENEFITS BROKERAGE AND CONSULTING SERVICES for
FRANKLIN COUNTY
Franklin County Pennsylvania
RFP# 2025161-01
Table of Contents
SECTION I - INTRODUCTION & INSTRUCTIONS ............................................................................. 4
1.01 PURPOSE ......................................................................................................................... 4
1.02 RFP SCHEDULE ................................................................................................................ 4
1.03 REQUIRED REVIEW ........................................................................................................... 4
1.04 AMENDMENTS TO PROPOSALS ......................................................................................... 4
1.05 AMENDMENTS TO THE RFP ............................................................................................... 5
1.06 QUESTION & ANSWER PERIOD .......................................................................................... 5
1.07 PRE-PROPOSAL CONFERENCE ......................................................................................... 5
1.08 RETURN INSTRUCTIONS ................................................................................................... 5
1.09 DEFINITIONS .................................................................................................................... 5
1.10 NONDISCRIMINATION CLAUSE ......................................................................................... 6
SECTION II - COUNTY BACKGROUND AND INFORMATION ............................................................ 7
SECTION III - SCOPE OF SERVICES REQUESTED ........................................................................... 8
SECTION IV - RESPONSE FORMAT ................................................................................................ 9
4.01 INTRODUCTION/TRANSMITTAL LETTER (Max 1 page) .......................................................... 9
4.02 TABLE OF CONTENTS with page numbers. ......................................................................... 9
4.03 EXECUTIVE SUMMARY (Max 1 page) ................................................................................... 9
4.04 BROKER/CONSULTANT QUALIFICATIONS ......................................................................... 9
4.05 OVERVIEW THE COMPANY (Max 3 pages) ........................................................................ 10
4.06 SERVICE TEAM (Max 2 pages) .......................................................................................... 10
4.07 TECHNICAL PROSPOSAL (Max 6 pages not including sample documents) ........................ 10
4.08 CUSTOMER SERVICE (Max 3 pages) ................................................................................. 11
4.09 OTHER ............................................................................................................................ 11
4.10 NON-COLLUSION AFFIDAVIT .......................................................................................... 11
4.11 COST PROPOSAL ............................................................................................................ 11
SECTION V - EVALUATION CRITERIA ........................................................................................... 12
SECTION VI - GENERAL SELECTION PROCESS INFORMATION..................................................... 13
6.01 CLARIFICATION OF OFFERS ............................................................................................ 13
6.02 DISCUSSIONS WITH OFFERORS ...................................................................................... 13
6.03 EVALUATION OF PROPOSALS ......................................................................................... 13
SECTION VII - CONTRACT PROVISIONS & INSURANCE REQUIREMENTS ...................................... 15
7.01 CONTRACT PROVISIONS ................................................................................................. 15
7.02 INSURANCE .................................................................................................................... 15
SECTION VIII - GENERAL LEGAL INFORMATION ............................................................................ 1
8.01 RIGHT OF REJECTION ........................................................................................................ 1
8.02 VENDOR CLEARANCE ....................................................................................................... 1
8.03 OWNERSHIP ..................................................................................................................... 1
8.04 COUNTY NOT RESPONSIBLE FOR PREPARATION COSTS ................................................... 1
8.05 RESERVATION OF RIGHTS ................................................................................................. 1
8.06 DISCLOSURE OF PROPOSAL CONTENTS ........................................................................... 1
ATTACHMENT A QUALIFICATION STATEMENT
ATTACHMENT B NON-COLLUSION AFFIDAVIT
REQUEST FOR PROPOSALS
EMPLOYEE BENEFITS BROKERAGE AND CONSULTING SERVICES
COUNTY OF FRANKLIN, PENNSYLVANIA
SECTION I - INTRODUCTION & INSTRUCTIONS
1.01 PURPOSE
The County of Franklin is soliciting requests for proposals from professional, highly qualified benefits
brokerage and consulting firms to provide a full range of services related to the design, implementation,
analysis, maintenance, improvement, and communication of an employee insurance benefits program.
Interested and qualified brokers/consultants who have demonstrated their ability at comparable work
are invited to submit proposals.
Please note that the County of Franklin is not asking for, nor authorizing, the solicitation of quotes
from insurance carriers.
1.02 RFP SCHEDULE
The RFP schedule set out herein represents Franklin County’s best estimate of the schedule that will be
followed. If a component of this schedule, such as the deadline for the receipt of proposals, is delayed,
the rest of the schedule may be shifted accordingly. All times are Franklin County, Pennsylvania time.
Publish RFP June 26, 2025
Proposer questions by 12:00pm EST July 3, 2025
Distribute Responses to Questions July 9, 2025
RFP Submission deadline by 4:00pm EST July 18, 2025
Evaluation Committee Review July 21, 2025 to August 22, 2025
Presentations with selected Broker(s) August 25, 2025 & August 26, 2025
Best and Final Presentations (if needed) August 29, 2025
Anticipated Selection of Broker/Consultant September 5, 2025
County of Franklin Board Approval October 1, 2025
Tentative Broker Effective Date January 1, 2026
1.03 REQUIRED REVIEW
Offerors should carefully review this solicitation for defects and erroneous material. Comments
concerning defects and erroneous material should be made in writing and received by the procurement
office at procurement@franklincountypa.gov at least ten days before the deadline for receipt of
proposals. This will allow time for the issuance of any necessary amendments. It will also help prevent
the opening of a defective proposal and exposure of the offeror’s proposals upon which award could not
be made.
1.04 AMENDMENTS TO PROPOSALS
Amendments to or withdrawals of proposals will only be allowed if an acceptable request is received
prior to the deadline that is set for the receipt of proposals. No amendments or withdrawals will be
accepted after the deadline.
1.05 AMENDMENTS TO THE RFP
If an amendment is issued, it will be posted on the Franklin County, PA website at
https://www.franklincountypa.gov/current-solicitation-opportunities/.
1.06 QUESTION & ANSWER PERIOD
All questions must be submitted in writing to procurement@franklincountypa.gov. Questions may be
submitted until July 3, 2025 at 12:00 PM, prevailing Franklin County, Pennsylvania time.
1.07 PRE-PROPOSAL CONFERENCE
There is no pre-proposal conference for this RFP.
1.08 RETURN INSTRUCTIONS
Proposals must be submitted to the Procurement Office in both electronic PDF files and print format at
the following address:
Franklin County, Pennsylvania
Procurement Department RFP #2025161-01
272 North Second Street
Chambersburg, PA 17201
The electronic file(s) may submitted via email to procurement@franklincountypa.gov or via a USB flash
drive.
The cost proposal must be saved in a separate PDF file from the main proposal and clearly named in a
format such as Vendor A - Cost Proposal. Any confidential information submitted by the vendor must be
submitted in a separate PDF Document from the main proposal and labeled similarly to as described
above including the word Confidential in the file name.
Three (3) hard copies are also required with the cost proposal provided in a separate envelope from the
main proposal and labeled with the firm name and the words “Cost Proposal”. Any other confidential
information submitted by the vendor must be also in a separate envelope from the main proposal and
the cost proposal and labeled similarly as described above including the word Confidential on the
envelope and the printed pages.
The County is not responsible for deliveries that do not reach the Procurement Department by the
required due date and time.
1.09 DEFINITIONS
Client, refers to the County of Franklin, Pennsylvania.
Employee, unless otherwise specified, refers to current employees as well as retirees.
1.10 TERM
The initial term of the contract shall be a three (3) year period to begin on January 1, 2026. At the end
of the initial term the contract shall renew for one (1) subsequent one (1) year period up to a maximum
of three (3) one-year options. The agreement shall automatically renew unless the consultant is notified
thirty (30) days prior, in writing by the Human Resources Director, of the intention to terminate the
agreement.
1.10 NONDISCRIMINATION CLAUSE
Franklin County assures that no person shall be excluded from participating in, be denied the benefits
of, or be otherwise subjected to discrimination on the grounds of race, gender, creed, color, sexual
orientation, gender identity or expression, or in violation of the Pennsylvania Human Relations Act,
which prohibits discrimination on the basis of race, color, religious creed, ancestry, age, sex, national
origin, handicap or disability, or in violation of any applicable local, state, or federal laws. With advance
notification, accommodations may be provided for those with special needs for language, speech, sight
or hearing. If you have a request for a special need, wish to file a complaint, or desire additional
information please contact the Risk Department at (717) 261-3819 or riskmgt@franklincountypa.gov.
SECTION II - COUNTY BACKGROUND AND INFORMATION
Franklin County is located in South Central Pennsylvania and operates under the County Board of
Commissioners. The County has 52 departments, including several 24/7 facilities, that serve its
population. The departments include but are not limited to the Department of Emergency Services, the
911 Dispatch Center, the Franklin County Jail, the Franklin County Sheriff’s Department, Children and
Youth Services, Adult and Juvenile Probation Offices, the Area Agency on Aging, and Courts operations.
The County has approximately 600 full-time employees, 110 part-time employees, and 175 retiree
participants.
The County currently offers the following benefit options to active full-time, benefit eligible employees,
and all plans are renewed with an effective date of January 1:
• Highmark Blue Cross Blue Shield (PPO, QHDHP, HSA)
o FSA and DCA Accounts (optional)
o Vision Plan (optional)
• United Concordia Dental (Elite Prime)
• Mutual of Omaha (Group Employee & Dependent Supplemental Life Insurance and Long-Term
Disability)
• Transamerica (Short Term Disability, Accident Insurance, Cancer Insurance, and Universal Life
Insurance)
• 457(b) Deferred Compensation with Voya Financial
• PetPartners, Inc. Pet Insurance
Eligible retirees are currently offered medical, vision, and dental coverage:
• Aetna/Medicare Advantage (PPO) – Eligible Retirees 65±
• Highmark Blue Cross Blue Shield (PPO, QHDHP, HSA) – Eligible Retirees >65
• Highmark Davis Vision – All Eligible Retirees
• United Concordia Dental (Elite Prime) – All Eligible Retirees
HRIS and services currently in place include:
• Enterprise ERP/MUNIS with Tyler Technologies (HRIS Software)
• iSolved Benefit Services (COBRA Administrator)
• PrimePay (ACA Compliance Navigator)
SECTION III - SCOPE OF SERVICES REQUESTED
Specific responsibilities of prospective Broker/Consultant include, but are not limited to:
1. Developing short- and long-range employee benefit goals and strategies.
2. Partnering with the Human Resources and benefits team at Franklin County in the administration of all
group insurance plans as well as responding to questions from and providing information and other
benefits-related advisory services to staff throughout the plan year.
3. Reviewing and analyzing claims experience, claims service, and claims administration to ensure maximum
benefit to Franklin County.
4. Determining and recommending the most cost efficient and economical funding methods for benefit
programs.
5. Preparing bid specifications and soliciting proposals, as needed, from insurance markets that specialize in
group insurance plans.
6. Evaluating bids and bidders, including administration, coverage, claim payment procedures, customer
service, networks, reserve establishment policies, and financial solvency.
7. Providing Franklin County with in-depth analysis of proposed alternatives and assisting with the process
of selecting the most favorable annual renewal options.
8. Continuously researching and reporting on developments in the employee benefits landscape while
providing Franklin County with insights into local and national trends and benchmark data to align
program offerings with employee needs and employer costs relative to similar organizations.
9. Meeting with and providing reports and presentations to various Franklin County representatives,
including County Executives, if requested.
10. Assisting Franklin County with the implementation and communication of new programs or changes to
existing programs, which may include attending and presenting information at Open Enrollment
meetings when requested.
11. Working closely with the benefits team to develop and execute the benefits communication strategy.
12. Partnering with Franklin County to effectively manage the vendors that provide insurance or related
services to Franklin County.
13. Acting as an advisor on issues such as discrimination testing, 5500 filing, Section 125, COBRA, HIPAA,
Medicare, FMLA, etc. Provide overall guidance to Franklin County with Health and Welfare regulatory
compliance.
14. Providing COBRA Administration for the County of Franklin during the length of the contract.
15. Engaging with insurance carriers as needed to assist the County of Franklin in the resolution of problems
associated with the benefit programs.
16. Recommending innovative ideas and new products, programs, and services to ensure a competitive,
valued, and cost-effective benefits program.
17. Introducing proven programs and ideas to aggressively manage healthcare costs, enhance Franklin
County’s corporate culture, and improve employee productivity and morale.
18. Educating and advising on Healthcare Reform, specifically PPACA, and the key strategic decisions that
County of Franklin should consider.
19. Providing support and the ability to enhance Franklin County’s wellness program for employees.
20. Ensuring compliance in wellness related activities, programs, and incentives for eligible employees.
SECTION IV - RESPONSE FORMAT
For the County to evaluate proposals fairly and completely, offerors must follow the format set out in
this RFP and provide all requested information. Proposals are to be prepared in such a way as to provide
a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Emphasis
should be concentrated on conformance to the RFP instructions, responsiveness to the RFP
requirements, and on completeness and clarity of content.
The County discourages overly lengthy and costly proposals. Unnecessarily elaborate responses beyond
what is sufficient to present a complete and effective response to this RFP are not desired and may be
construed as an indication of the Proposer’s lack of environmental and cost consciousness. Unless
specifically requested in this RFP, elaborate artwork, corporate brochures, lengthy narratives, expensive
paper, specialized or expensive bindings, colorized displays, promotional materials and other extraneous
presentation materials are neither necessary nor desired.
If your firm has prior experience working with the County DO NOT assume this prior work is known to
the evaluation committee. All firms are evaluated solely on the information contained in their proposal,
information obtained from references, and interviews or presentations if requested. All submittals must
be prepared as if the evaluation committee has no knowledge of the firm, their qualifications or past
projects.
Any submission that does not follow this format or does not require all the information requested may
be deemed unresponsive by the County and not evaluated.
4.01 INTRODUCTION/TRANSMITTAL LETTER (Max 1 page)
A transmittal letter must accompany the RFP submission. The purposes of this letter are to transmit the
proposal, acknowledge receipt of any addenda and to allow the firm an opportunity to indicate their
ability to provide the services requested. The letter must contain the following information about the
primary firm and any sub-consultants or partner firms:
• Primary Point-of-Contact Name
• Primary Project Lead Name (if different from above)
• Primary Contact Address
• Primary Contact Phone, Fax and Email
• Company Internet Address
• Authorized signature confirming the proposal will remain open and valid for at least 180 days
from the date set as the deadline for the receipt of proposals.
4.02 TABLE OF CONTENTS with page numbers.
4.03 EXECUTIVE SUMMARY (Max 1 page)
Provide a summary describing how your firm will meet the goals of the RFP.
4.04 BROKER/CONSULTANT QUALIFICATIONS
Complete the Qualification Questionnaire listed in Attachment A.
4.05 OVERVIEW THE COMPANY (Max 3 pages)
Provide a description of your firm including:
• The firm history,
• Number of employees,
• Organization chart,
• Background of principals
• Work in this area and detail of your firm’s experience and qualifications to supplement
the information provided in Attachment A,
• Information on the size of clients your firm generally supports,
• How many years of experience your firm has providing health, dental, life and vision
benefits services to municipalities, local counties, and/or other government entities.
• Discuss your firm’s resources and activities as they relate to your knowledge and
understanding of this industry.
• Describe your firm’s commitment to diversity in both your employment practices and in
client relations.
4.06 SERVICE TEAM (Max 2 pages)
Provide information on the service team to supplement that provided in Attachment A. Present any
additional relevant information the responsibility, experience and qualifications of the individuals who
would comprise the service team.
4.07 TECHNICAL PROSPOSAL (Max 6 pages not including sample documents)
Describe how your firm will meet the specific functional requirements listed in section III. Include
information on the following:
• What resources does your firm offer to assist with the administration of benefits program (i.e.:
On-line benefits enrollment and management, ACA reporting, COBRA administration, and
spending account administration)?
• How do you support your clients in ensuring their employee benefits programs remain
compliant with all federal and state laws?
• How does your firm assist clients with HIPAA compliance?
• Does your firm provide assistance with executive benefits review and design? If so, please
describe.
• Describe your firm’s experience in establishing our knowledge of insurance pools. Discuss your
philosophy related to the concept of insurance pools.
• Describe your underwriting process, procedures and staff (if not described in section 4.06).
• Describe your resources and tools available for benchmarking.
• Describe methods you employ to disseminate information about current trends and legislation.
Please provide examples.
• Do you have in-house legal advisors or outside counsel who provide guidance to you and your
clients?
• Provide a description of your firm’s view of the role wellness programs have in controlling
healthcare costs as well as a description of how you provide support of wellness initiatives.
Include a description of any programs, resources or tools you provide clients with to foster
employee wellness.
• Describe your renewal process and timelines.
• What is your firm’s philosophy on accepting contingency/override compensation from insurance
relative to the placement of insurance programs?
• Describe your firm’s capabilities regarding communication. Include ongoing employee
communication/open enrollment and web-based communications. Describe your standard
package of employee communication services. Please provide samples.
• Describe your firm’s Errors and Omissions (E&O limits) and provide evidence that your firm
carries all applicable insurance coverage and licenses.
4.08 CUSTOMER SERVICE (Max 3 pages)
Describe how your firm will deliver excellent customer service. Include information on the following:
• Describe your firm’s philosophy of servicing an account and commitment to customer service
and quality assurance.
• Describe the ability of your firm to provide local services to sites/offices located in Franklin
County, PA.
• Describe your approach to supporting County programs throughout the year.
• Describe your firm’s resources or methods to provide education on best practices, trends or hot
topics related to employee benefits.
• Describe the organization’s research capabilities and how you communicate legislative updates
to your clients.
• Describe your firm’s method or process to gauge client satisfaction.
4.09 OTHER
Describe any additional services offered by your firm that may be of interest to the County of Franklin.
4.10 NON-COLLUSION AFFIDAVIT
Complete and attach the affidavit found in Attachment B.
4.11 COST PROPOSAL
The cost proposal shall be included in a separate PDF file named Vendor A - Cost Proposal. Describe your
method of compensation for your services. Discuss how your method of compensation will be
transparent and reported to the County. Elaborate on any accepted carrier “overrides”. If on a
commission basis, outline any form of commission your firm seeks. Clearly identify how you plan to
disclose compensation to the County if selected and specify the frequency of the disclosure. Include a
sample contract for the services being proposed.
SECTION V - EVALUATION CRITERIA
Employee benefits are of significant importance to Franklin County, and to rely exclusively on price is
not in the best interest of the County. Award of a contract shall be at the sole discretion of Franklin
County. Franklin County reserves the right to accept or reject any or all submissions in whole or in part
and to waive any irregularities in the proposal process. Further, Franklin County reserves the right to
enter into any contract deemed in its best interest and to engage vendors in best and final offers, at its
discretion. The County reserves the right to reject any and all proposals and to waive any and all
irregularities.
All proposals will be evaluated for the completion of the required elements. If one of the required
elements is not submitted in the required format, the County may deem the proposal nonresponsive.
An Evaluation Committee shall be formed and composed of a minimum of three people who will
evaluate the proposals. The Evaluation Committee shall score and weigh responsive proposals of
proposers in accordance with the scoring criteria set forth below in this RFP.
• Experience and Qualification Requirements - 25%
• Range of Services and Resources – 25%
• Cost Proposal & Transparency – 20%
• Quality of Proposal and Ability to Meet Needs - 15%
• References & Client Satisfaction – 10%
• Presentation and Adherence to RFP Instructions – 5%
SECTION VI - GENERAL SELECTION PROCESS INFORMATION
6.01 CLARIFICATION OF OFFERS
In order to determine if a proposal is reasonably susceptible for award, communications by the
procurement officer or the proposal evaluation committee (PEC) are permitted with an offeror to clarify
uncertainties or eliminate confusion concerning the contents of a proposal. Clarifications may not result
in a material or substantive change to the proposal. The evaluation by the procurement officer or the
PEC may be adjusted as a result of clarification under this section.
6.02 DISCUSSIONS WITH OFFERORS
The County may conduct discussions and/or interviews with offerors. The purpose of these discussions
and/or interviews will be to ensure full understanding of the requirements of the RFP and proposal.
Discussions will be limited to specific sections of the RFP or proposal identified by the procurement
officer. Discussions will only be held with offerors who have submitted a proposal deemed reasonably
viable for award by the procurement officer. Discussions, if held, will be after initial evaluation of
proposals by the procurement officer or the PEC. If modifications are made as a result of these
discussions they will be put in writing. Following discussions, the procurement officer may set a time for
best and final proposal submissions from those offerors with whom discussions were held. Proposals
may be reevaluated after receipt of best and final proposal submissions.
6.03 EVALUATION OF PROPOSALS
A selection committee made up of at least 3 County employees or public officials shall review the
submissions and select finalists based on evaluation of the proposals as described in section V.
Evaluation Criteria.
After receipt of proposals, if there is a need for any substantial clarification or material change in the
RFP, an amendment will be issued. The amendment will incorporate the clarification or change, and a
new date or time established for the new or amended proposals. Evaluations may be adjusted as a
result of receiving new or amended proposals.
After determining the list of responders deemed qualified, interviews may be scheduled with selected
firms. The County reserves the right, at their discretion, to interview some or all the applicants per the
timeline stated in this document. The Evaluation Committee may require oral or visual presentation(s) in
support of their proposals and/or otherwise demonstrate the information contained therein. If an
interview is requested per the timeline stated in this document and the firm does not accept the
invitation, the firm may be deemed unresponsive. If an interview is scheduled and the firm does not
attend the interview, the firm may be deemed unresponsive.
A successful demonstration of the Offerors’ product(s) and/or service(s) does not constitute acceptance
by the County. Following the interview process, the selected firm or project team will be provided with a
draft scope of Work, Timeline and Project Cost on which to begin contract negotiations with the County
of Franklin. Upon agreement of the previous three items, the project will be taken to the Franklin
County Board of Commissioners for approval.
During the evaluation process the County reserves the right to contact any references provided or other
organizations to assess the quality of work performed and use this information as part of the evaluation
and scoring of the proposal.
SECTION VII - CONTRACT PROVISIONS & INSURANCE REQUIREMENTS
7.01 CONTRACT PROVISIONS
After the County of Franklin makes its selection, it shall proceed to negotiate a contract at a mutually-
agreeable price based upon a Scope of Work for the project. If the County is unable to negotiate a
satisfactory contract with the most highly qualified person or firm, the County shall formally end
negotiations with that person or firm and begin to negotiate with the second most highly qualified
person or firm. Negotiations shall continue in this sequence until a contract is agreed upon.
The performance of this contract shall be in accordance with all Federal, State and local laws as may be
applicable. Any contract between the County of Franklin and the consultant shall be subject to the rules
and regulations of any agencies where funding is being requested.
The contract between the County and the selected consulting firm will include the following non-
negotiable contract provisions:
1. Indemnification of the County.
2. Non-Indemnification of the Contractor.
3. Forum Selection (Franklin County, PA Court of Common Pleas).
4. Choice of law (Commonwealth of Pennsylvania)
5. Prevailing party attorneys’ fees.
6. Termination for convenience/termination for cause by the County.
7. County ownership of the instruments of service/deliverables.
8. Work-for-Hire Transfer of Copyrights/Intellectual Property.
9. All data is the property of the County of Franklin. The contract must include express
provisions guaranteeing County ownership of all data and guaranteeing that the data
may be accessed post-contract using non-proprietary means. No mining, analytics, or
duplication is allowed without the County’s express written permission.
10. Data security, confidentiality, and use of County data and information.
11. Nondiscrimination.
12. Suspension and debarment.
13. Release of liability in favor of the County.
14. Non-release of liability of the contractor.
15. Insurance coverage and County status as additional insured as set forth in Section 7.02.
16. Terms of payment and invoicing, including 45-day payment period.
17. Any and all federal and state provisions required as a result of grant funding.
The County reserves the right to request additional contract provisions as necessary as needed to
protect the best interest of the County.
Any work proposed and undertaken by this RFP that requires the use, access, and sharing of County data
shall be addressed via a “Data Sharing Agreement” as compliant with current County of Franklin
processes and procedures.
7.02 INSURANCE
Prior to and during the performance of any services covered by this RFP, vendor shall provide the
County, upon execution of an agreement, in a form and manner reasonably acceptable to the County
Solicitor or Risk Manager, a certificate of insurance as evidence that it has obtained and maintains in full
force and effect during the term of this Agreement the following types of insurance in the amounts
described as follows:
i.) General Liability insurance covering liability for death and bodily injury and liabilities for loss
of or damage to property with a combined single limit of not less than One Million Dollars
($1,000,000.00) per occurrence and One Million Dollars ($1,000,000.00) in the aggregate;
ii). Worker’s Compensation and Employer’s Liability insurance as required by the laws of the
Commonwealth of Pennsylvania;
iii). Employee Dishonesty coverage at a minimum limit of $25,000.00;
iv). Professional Liability insurance of not less than One Million Dollars ($1,000,000.00) per
occurrence; and
v). Cyber Liability insurance of not less than One Million Dollars ($1,000,000.00) per occurrence
and Two Million Dollars ($2,000,000.00) aggregate.
The County shall be endorsed as additional insured on the General Liability Insurance for services and
activities provided by the vendor under this agreement. Vendor shall provide proof of insurance and the
requirements of this section upon execution of this agreement as requested after that. Should the
vendor have any changes to their current insurance coverage, they shall notify the County within 5
business days.
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SECTION VIII - GENERAL LEGAL INFORMATION
8.01 RIGHT OF REJECTION
Franklin County reserves the right to cancel this request for proposals at any time for any reason. Any
proposal received may be rejected in whole or in part when in the best interest of the County.
8.02 VENDOR CLEARANCE
All vendors will be required to submit a W-9 and pass clearance checks including a debarment check and
other background checks as deemed necessary by Franklin County.
8.03 OWNERSHIP
All proposals and related materials become the property of the County of Franklin and may be returned
only at its option.
8.04 COUNTY NOT RESPONSIBLE FOR PREPARATION COSTS
The County will not pay any cost associated with the preparation, submittal, presentation, or evaluation of
any proposal.
8.05 RESERVATION OF RIGHTS
The County of Franklin’s name, logo, crest, seal, etc. shall not be used without prior, expressed, written
consent of the County.
8.06 DISCLOSURE OF PROPOSAL CONTENTS
All responses are subject to the Pennsylvania Right to Know Law, 65 P.S. §§ 67.101-3104, (“RTKL” or Right
to Know Law”), which may mandate the release of any and all information and documents submitted by
the proposer. By submitting a proposal, all proposers acknowledge the County’s non-waivable duties
under the Right to Know Law, and agree to cooperate therewith.
Any confidential or proprietary information should be marked accordingly. Additionally, any confidential
information submitted by the vendor must be easily separable from the non-confidential sections of the
proposal and as such must be submitted in a separate PDF Document from the main proposal and labeled
similarly to as described above including the word Confidential in the file name. Notwithstanding the
foregoing, all proposals, documents, submissions and data are subject to the Pennsylvania Right to Know
Law.
Any exceptions taken to such mandatory terms may result in rejection of the proposal. Any exceptions
to the terms and conditions must be set forth in writing, with reasons for such objection, and alternate
language suggested, or is otherwise waived.
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ATTACHMENT A
QUALIFICATION STATEMENT
FRANKLIN COUNTY
Employee Benefits Brokerage & Consulting Services
RESPONDER (Name and Address):
OWNER: COUNTY OF FRANKLIN PROJECT: FRANKLIN COUNTY
272 North Second Street EMPLOYEE BENEFITS
Chambersburg, PA 17201 BROKERAGE &
CONSULTING SERVICES
1. Companies offering on this Project must submit this Qualification Statement to COUNTY OF
FRANKLIN (“Owner”).
2. Only companies that are deemed to be responsible under the laws and regulations of the
Contract Documents will be designated as qualified offerors at the time that awards are made
on the contracts offered on the Project.
3. The Instructions to Offerors and other proposal documents govern Owner’s
consideration of this Statement.
4. Offeror shall answer all questions on this form, supplying the requested documents using the
spaces indicated (and additional pages if necessary) and attaching documents as required.
5. This Statement must be notarized.
6. Offeror may submit additional information as desired.
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I. Capability
1. Name of Offeror: _______________________________________________________________
2. State the address of Offeror’s principal place of business (main office or headquarters):
______________________________________________________________________
______________________________________________________________________
3. State Offeror’s form of organization (sole proprietorship, partnership, corporation, limited
liability company, etc.): __________________________________________________________
4. If Offeror is a corporation, state:
a. Date of incorporation: ___________________________________________
b. State of incorporation: _____________________________________________________
c. Names, titles & phone numbers of all officers:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
d. Provide the names of all of Offeror’s subsidiaries or parent organization and all affiliated
organizations, stating the relationship of each to Offeror:
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
5. If Offeror is a limited liability company, state:
a. Date of filing of the certificate of organization: ________________________________
b. State where filed: _________________________________________________________
c. Names, titles & phone numbers of all officers:
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
d. Provide the names of all of Offeror’s subsidiaries or parent organization and all affiliated
organizations, stating the relationship of each to Offeror:
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
6. If Offeror is a partnership (including a joint venture), state:
a. Date of formation: ________________________________________________________
b. State under which partnership formed: _________________________________________
c. Whether partnership is general or limited: ______________________________________
d. Names, home addresses & phone numbers of all partners (indicate any limited partners):
_________________________________________________________________________
_________________________________________________________________________
e. Provide the names of all of the organizations controlled by Offeror or any of its partners:
_________________________________________________________________________
_________________________________________________________________________
3
7. If Offeror is a sole proprietorship or some other form of organization other than a corporation,
limited liability company, or partnership, attach the operating agreement or other documentation
governing the activities of the organization and state:
a. Type of organization: ______________________________________________________
b. Date of formation: ________________________________________________________
c. Names, home addresses & phone numbers of all principals:
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
d. Provide the names of all organizations controlled by Offeror or any of its principals:
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
8. Regarding ownership and control:
a. List all organizations and individuals who have a financial interest greater than five percent
(5%) in Offeror:
_______________________________________________________________________
_______________________________________________________________________
b. Identify any other organization or individual who controls or substantially influences
the bidding or operation of Offeror:
_______________________________________________________________________
_______________________________________________________________________
9. Provide the numbers, categories, and locations of all employees and officers:
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
10. Is Offeror currently registered to do business in Pennsylvania: __________________________
If not, does Offeror have a pending application for registration: ___________________
11. Does Offeror hold all necessary certifications and licenses to perform the work for which it desires to
be considered for the Project? If so, identify those licenses and attach a copy of the relevant
licenses and certificates.
_____________________________________________________________________________
_____________________________________________________________________________
If not, identify all pending applications for those licenses:
________________________________________________________________________________
________________________________________________________________________________
12. Identify all of Offeror’s offices located in Franklin County:
________________________________________________________________________________
________________________________________________________________________________
13. Identify all of Offeror’s offices located in Pennsylvania:
________________________________________________________________________________
________________________________________________________________________________
4
14. List the number of years Offeror has been engaged in business under its present business
name: _______________________________________________________________________
15. List the three (3) principal officers, administrators, managers, and superintendents who will be
assigned to the Project, including qualifications, years in present position, years with Offeror, years
of relevant experience, and magnitude and type of experience:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
16. Identify any work Offeror has performed for COUNTY OF FRANKLIN, including the nature of the
contract, the contract amount, the kind of work, and the nature of the project:
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
17. List references for three (3) similar contracts that Offeror has performed within the past 5
years, preferably public sector and/or government entities of similar size, need and complexity
to Franklin County. Identify the name, title, address and phone number of the owner or contact
person; the number of full time, part time, and retiree participants; the location of the project; the nature
of the contract:
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
18. List all unpaid obligations to local, state, or federal taxing authorities, including but not limited
to income, withholding, and unemployment taxes:
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
5
II. Financial Integrity
1. Offeror shall provide a complete copy of its most recent financial statement, with an explanation
of whether it is a certified statement or a compilation, including but not limited to the following
items:
a. Current assets (cash, joint venture accounts, accounts receivable, notes receivable,
accrued interest on notes, deposits, materials, and prepaid expenses), net fixed assets,
and other assets;
b. Current liabilities (accounts payable, notes payable, accrued interest on notes, provision for
income taxes, advances received from owners, accrued salaries, and accrued payroll
taxes), other liabilities, and capital (capital stock, authorized and outstanding shares, par
values, and earned surplus);
c. Date of preparation and name and address of preparer; and
d. Identification and relationship to Offeror of the organization whose financial statement is
provided, if such organization is not the identical organization identified as Offeror
Financial information identified as such and enclosed in a separate, sealed envelope will be
treated as confidential.
If Offeror is a limited liability company with a corporate parent or other subsidiary and if
Offeror intends to rely on the financial resources of the parent or other subsidiary, Offeror must
submit financial information for that entity as well.
Offeror agrees to provide the financial statement: Yes No
A negative response shall be conclusively treated as nonresponsive and shall disqualify
Offeror.
2. Provide Offeror’s net working capital (current assets over current liabilities) and date of
determination:
______________________________________________________________________
______________________________________________________________________
3. Provide identification of all existing credit lines, including the name, address, and telephone
number of the credit source, the total amounts of the lines, the amounts drawn down, and the
amount remaining:
______________________________________________________________________
______________________________________________________________________
4. List the names and addresses of Offeror’s secured creditors and the property subject to their
security interests:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
5. List the names and addresses of Offeror’s three largest unsecured creditors:
______________________________________________________________________
______________________________________________________________________
6
6. In the last three (3) years, has Offeror been in a reorganization under Chapter 11 of the United
States Bankruptcy Code or in any other manner seeking an arrangement or debt adjustment with
its creditors? If so, explain:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
7. Identify any parent, subsidiary, or other company affiliated with Offeror that has declared
bankruptcy or has been placed into bankruptcy in the past ten (10) years:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
8. Have any of Offeror’s officers or principal operating personnel been employed or associated
with a company that has been in bankruptcy or ceased to operate at any time in the past ten
(10) years? If so, state the person’s name, title, and the name of the company involved:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
7
III. Conduct
1. List all felony convictions, all bidding-related offenses, and all misdemeanor convictions
involving moral turpitude of Offeror, its affiliates, its owners holding more than five percent (5%)
interest, its officers, and its administrators, managers, and superintendents that may be
assigned to the Project:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
2. List all debarments, suspensions, and denials of pre-qualification of Offeror, its affiliates, and
its holders owning more than five percent (5%) interest, for any federal, state, local, or other
governmental contracting, including but not limited to prevailing wage and Davis Bacon
debarments:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
3. Identify all proceedings of a governmental, administrative, or enforcement nature of whatever
kind, including minority/women business enterprise program, environmental, wage and hour,
prevailing wage, employment discrimination, or other kind of proceeding involving Offeror that is
currently active or that was resolved in the last five (5) years:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Offeror hereby authorizes and requests that any person, firm, or corporation may furnish any
information requested by the COUNTY OF FRANKLIN to verify the information contained in this
Statement.
SWORN TO AND SUBSCRIBED ________________________________
BEFORE ME THIS _____ DAY Signature
OF _____________, 20____
________________________________
Printed Name
____________________________
Notary Public ________________________________
Title
My Commission Expires: ____________
________________________________
Firm
________________________________
Date
8
ATTACHMENT B Non-Collusion Affidavit
NON-COLLUSION AFFIDAVIT
RFP No : 2025161-01
State of: ________________________:
: ss
County of: ______________________:
I state that I am _________________________________ of ___________________________________
(Title) (Firm)
and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and
officers. I am the person responsible in my firm for the price(s) and the amount of this proposal.
I state that:
1. The price(s) and amount(s) of this proposal have been arrived at independently and without
consultation, communication or agreement with any other contractor, proposer or potential proposer.
2. Neither the price(s) nor the amount of this proposal, and neither the approximate price(s) nor
approximate amount of this proposal, have been disclosed to any other firm or person who is a
proposer or potential proposer, and they will not be disclosed before proposal opening.
3. No attempt has been made or will be made to induce any firm or person to refrain from responding to
this contract, or to submit a proposal intentionally less competitive or noncompetitive or other form of
complementary proposal.
4. The proposal of my firm is made in good faith and not pursuant to any agreement or discussion with,
or inducement from, any firm or person to submit a complementary or other noncompetitive proposal.
5. ________________________________, its affiliates, subsidiaries, officers, directors, and
(Firm)
employees are not currently under investigation by any governmental agency and have not in the last
four years been convicted or found liable for any act prohibited by State or Federal Law in any
jurisdiction, involving conspiracy or collusion with respect to bidding or proposing on any public
contract, except as follows: *
6. ___________________________ has or has not been convicted or found liable for any act prohibited
by State or Federal Law in any jurisdiction involving conspiracy or collusion with respect to bidding or
proposing on any public contract within the last three (3) years.
9
I state that _______________________________ understands and will be relied on by the Owner in
(Firm)
awarding the contract(s) for which this proposal is submitted. I understand and my firm understands
that any misstatement in this affidavit is and shall be treated as fraudulent concealment form the Owner
of the true facts relating to the submission of proposals for this contract.
__________________________________________
Name
___________________________________________
Company Position
SWORN TO AND SUBSCRIBED BEFORE ME THIS ___________ DAY OF _________, 20 _______.
_______________________________________
Notary Public
My Commission Expires:
*Note: Such a conviction of liability does not prohibit acceptance of your proposal or award of a
contract but may be a basis for a determination that you are not a responsible proposer. Please list any
convictions or liabilities in the attached pages to this affidavit.