Bid Detail

19-075 - RFP for Unemployment Insurance Benefit Management Administration Services

Bid# 19-075

The City of Springfield Human Resource Department and the Springfield Public Schools wish to obtain the services of a qualified firm to manage their Unemployment Insurance Benefit Programs.

I. SCOPE OF SERVICES

The City of Springfield Human Resource Department and the Springfield Public Schools (SPS) seek a qualified firm to provide unemployment insurance benefit program management to the City and SPS, including a program that includes identifying means to reduce unemployment insurance costs and provides necessary support to administrators and human resources staff.

Completed proposals must include a narrative describing bidder’s ability to meet each specification listed below and include specific examples and/or samples, No submission will be considered if it does not comply with the format. All bidders must submit one (1) original and six (6) copies of their specifications proposal of services which they would provide under this contract in order to fulfill the service requirements shown.

The City of Springfield and SPS are self-insured with an employee population of more than 7,000. The Springfield School Department employs approximately 4,000 of these employees. Approximately 450 claims are filed each year. The following are the total charges for the School & City in FY17 and FY18 (See Exhibit A for departmental breakdown):

FY17
Total: $1,427,079.63

FY18
Total: $1,027,629.86

The Vendor will be responsible for, and have successful experience with, the following services:

1. Provide an on-line unemployment insurance claims management program that allows secure on-line transmission of wage and separation detail, and also provides end users the ability to track the status of individual claims, view all pertinent state documents, and view upcoming scheduled hearings.

2. Provide an annual report or other financial information describing your business, size, and structure.

3. Demonstrate a thorough working knowledge of M.G.L. c. 151A and be capable of representing the City of Springfield HR Department and SPS in any legal or judicial proceeding under c. 151A, to include all Board of Review Hearings and appeals filed in District or Superior Courts.

4. Provide representation for the City HR Department and SPS, as requested by the City or SPS, in all proceedings involving personal representation at hearings at the Massachusetts Division of Unemployment Assistance (DUA) involving the appeals of a claim in which the DUA has allowed payment or in any protested claim that involves personal representation from the contractor.

5. Ensure:

• All new claim paperwork is processed with the DUA
• Start and termination dates are accurate
• Payroll specifics are accurate
• Termination reasons are accurate
• City and SPS’ decision to accept or deny claim is communicated to DUA
• All DUA response time requirements are met
• All issues of protest/appeal are reviewed with the appropriate representative prior to a DUA decision allowing for immediate payment
• Follow through on all protested and unprotected claims

6. Provide in-person, Webex (video call) or telephonic pre-separation counseling.

7. Provide specific qualifications and experience of the key individuals who would be assigned to provide services under this RFP.

8. Provide two (2) in-house training sessions per year with City’s HR Department and SPS supervisory personnel explaining how the unemployment compensation system works, costs involved and the supervisors’ responsibilities in controlling these cost, as well as any other best practices that can be implemented.

9. Provide access to on-demand, customized management reports and data using the Department of Unemployment Assistance’s numbers for potential liability and charge data.

10. Provide support during the hours of Monday through Friday, 8:00 am – 4:30 pm EST.

11. Provide same-day response to requests with a 24 hour response time guarantee.

12. Provide benefits auditing services.

13. When designated to represent, provide preparation for witnesses who will be participating in unemployment hearings before the Division of Unemployment Assistance.

14. Provide a monthly client publication that includes guidance and tips for cost cutting measures for employers, as well as pre-separation counseling.

15. Provide description of your quality review procedures.

16. List your safeguards for maintaining confidentiality of records.

17. Review all City Human Resources department and School department procedures relative to the unemployment compensation process on an ongoing basis and suggest ways to improve the unemployment compensation programs. Specifics addressing Unemployment Security Law, reduction of unemployment costs, employee relations, accounting and related legislation will be communicated in a timely manner.

18. Track/Audit individual claims for the full duration of the benefit year to assure appropriate benefit payments are made, and assist the City HR dept. and SPS in protesting all illegal, erroneous, and/ or excessive charges.

19. Audit the City and SPS monthly benefit charge statements from the State; provide the City and SPS with this monthly statement; assist the City and SPS in negotiating any adjustments with the DUA; provide quarterly reports to the City and SPS that contain unemployment costs listed separately by the City and SPS; and review and provide the City and SPS with a report of individual year to date earnings.

20. System must be compatible for data retrieved from Microsoft office programs. Payroll information should be obtained electronically every two weeks and the contractor shall incur the costs related to this process. The City and SPS use MUNIS for payroll.

21. The City of Springfield HR and SPS reserve the right to revise the scope of work. The contractor shall submit a fee proposal to the Procurement Office. Work shall commence upon written acceptance by the City and SPS.

22. The City of Springfield and SPS reserve the right to visit the premises of the contractor to ensure capabilities.

Questions regarding the RFP should be submitted in writing to the Chie Procurement Officer. In order to provide prompt answers to questions, the City requests that all proposers submit written questions to the City of Springfield’s, Procurement Department by November 28, 2018. Questions should be faxed, mailed or emailed to the following:

Mailing Address: Office of Procurement
Attn: Lauren Stabilo, Chief Procurement Officer
36 Court Street, Room 307
Springfield, MA 01103
Fax Number: (413) 787-6295
Email: lstabilo@springfieldcityhall.com

The City will compile written answers which will be sent in written format to all Proposers who requested a copy of the RFP, no later than November 30, 2018.

To maintain a fair and impartial competitive process, the City will only answer written questions submitted to the Procurement office. Private communication is not allowed with any RFP Review Committee Member or other City staff during the proposal preparation and evaluation period. Proposers who initiate private communication or attempt to violate the process outlined herein will be disqualified.

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