Single Provider for Group Benefits and Employee Family Assistance Plan

Address:
York University
Procurement Services
4700 Keele Street
Toronto, Ontario
Canada, M3J 1P3
 
Description:
York is soliciting Proposals from experienced and qualified Proponents for a holistic solution provider of various services, including but not limited to:

• Group Benefits;
• EFAP Services;
• Fraud Prevention Services;  and
• Associated Software-as-a-Service delivery platform.

York’s goals include, but are not limited to:

• Maintain the integrity of the current group benefits coverage levels and respect the intent of the collective agreements;
• Maximize the financial benefit to the University;
• Maintain and enhance quality service, administration and claims adjudication under the group benefits plans; and
• Determine the group benefits carrier’s capabilities to provide flexible and innovative administrative arrangements inclusive of cost-effective mechanisms to handle employee/retiree inquiries and provision of timely, meaningful management reports.
• Ensure that the group benefits carrier provides its employees with innovative technology via tools such as the mobile app or the carrier’s portal, security of members sensitive information, and continued investment in innovation and technology
• Continue to provide comprehensive counselling services to a diverse group of Employees at York and their dependents
• Work  with a group benefits carrier that is willing to partner with York and continually looks for opportunities to improve the plan via efficiencies and innovations
• York’s preference is to award one (1) qualified and experienced Proponent for the Work outlined in this RFP.

Proponents will have access to the following Appendixes via Bid Document download from Merx.

• Section 11.0 Appendix A: Claims Experience, Disabled Life Listing and Rate History:
  • Claims Experience;
  • Disabled Life Listing; and
  • Rate History.
• Section 12.0 Appendix B: Group Structure;

Proponents will need to complete a Non-Disclosure Agreement via email request (Section 3.2 Communication) by the Event Schedule date (Section 2.2). Once accepted, the following Appendixes will be made available to the Proponent.

• Section 13.0 Appendix C: Census Data; and
• Section 14.0 Appendix D: Proposal Bid Form (Proponent to Populate all worksheets):
  • Quoted Rates;
  • Quoted Fees;
  • Guarantees;
  • Underwriting;
  • Reserves;
  • Plan Deviations;
  • Other Financial;
  • Mandatory Service Requirements;
  • General Questionnaire;
  • Software Questionnaire; and
  • Plan Recommendations.

York will only consider Proposal submissions received from Proponents who have registered with MERX (www.MERX.com) for this competitive bid.  Proposal submissions from Proponents who have not registered and obtained this Bid Document directly from MERX will be disqualified.

Tendering Website:
Proponents will find the complete RFP Documents at: https://www.merx.com/
 
Pricing and Payment Terms are available on the MERX website, respectively.
 
Procurement Method:
Open tender whereby all interested Proponents may submit a Proposal.
 
Estimated Quantities:
Available within the RFP Documents.
 
Submission Details:
Proponents shall submit their Proposal response at: https://yorku.bonfirehub.ca
 
Submission Deadline:
November 18, 2024 at 3:00:00pm EST.
 
Public Opening:
Not Applicable.

Conditions for Participation:
Available within the RFP document.
Mandatory Submission Requirements:

• Acknowledgement (Section 4.7 and Section 9.0) (File type: .pdf) - Required
• Executive Summary and Qualifications (Sections 4.1 and 4.2)(File type: .pdf) – Required      
• Software Methodology & Timetable/Work Plan (Sections 4.3.2 and 4.3.3)(File type: .pdf) – Required
• Proposal Bid Form (Section 13.0 - Appendix D)(File type: Excel (unlocked)) – Required
• Alternative Proposals and Joint Proposals (Section 4.8 and 4.9)(File type: .pdf) – Optional

Complete submission requirements are provided within the RFP documents.
 
Scored Submission Requirements:  
 

1. Mandatory Service Requirements
2. Qualifications, Experience and References;
3. Deliverables;
4. Financial Evaluation;
5. Short-listed Interview / Presentation

Complete submission requirements are provided within the RFP documents.
 
This procurement is covered by Chapter 5 of the Canadian Free Trade Agreement.
 
Delivery Date:
The current Group Benefits and EFAP Service contracts expire April 30, 2025.

The Selected Proponent should have fully implemented, and user tested approved Services by May 1, 2025.
 
Duration of Agreement:
The initial term of the Agreement shall begin from the date of award for sixty (60) months, with one (1) optional sixty (60) month extension. All prices shall be net, firm and not negotiable for the initial sixty (60) months. Should York choose to exercise its option to extend subsequent to the initial term, any extension to the Agreement shall be upon the same terms and conditions, except for price, which shall be agreed in writing by the parties and shall not exceed the Consumer Price Index – Canada, All-items.
 
Negotiation:
York reserves the right in its sole discretion to negotiate modifications to any Proposal received without becoming obligated to offer to negotiate with any other Proponent(s).

Supplier Prequalification (if applicable):

Not Applicable.



 Responses must be submitted in English.




Proponents should note that information contained within this notice is subject to change.  Proponents are encouraged to download the tender document which contain the most current information.
 
If there is a conflict between the RFP documents and this RFP Notice, the RFP documents will take precedence.
 

Bidding and Documents are available on http://www.merx.com. Fees may apply; See https://www.merx.com/public/pricing for more information.