Bidding Documents Question and Answer Board

Back to Contract Announcements

Contract Number: 17-RFP-37  
Contract Description: EMPLOYEE BENEFITS SOFTWARE  

The District's responses to questions presented on this page are NOT binding to the bidding documents.

Any official interpretation or change to the bidding documents will be made only by an addendum
duly issued to all plan holders on record by the Director of Procurement and Materials Management








 
 

Subject9:  Questions RE: Employee Benefits Software (17-RFP-37)
Question: 1. What is the current SAP version? 2. What is the current SAP landscape? 3. Does MWRD have a PI system in place? 4. Any timelines for Execution? 5. Any proposed budget for the project? 6. Will MWRD be willing to grant a due date extension on this procurement?
Date of Question: 10/16/2017 1:21:33 PM
 
         MWRDGC RESPONSE  2:   The estimated cost of the contract ($575,000) was provided in the RFP document.
        Date of Answer:   10/17/2017 3:00:47 PM
 
         MWRDGC RESPONSE  1:   The District is currently running SAP ECC 6.0 Enhancement Pack 4. There is no PI system currently in use. Additional detail about the SAP landscape will be provided at a later step in the RFP process if deemed necessary by the District. Finally, proposals must be received by the deadline included in the RFP document. No extension will be issued.
        Date of Answer:   10/17/2017 2:59:29 PM

                     
                                                                                                 
 

 
 

Subject8:  Field Employee Communications
Question: Is the District expecting the chosen benefits administrator to provide fulfillment services, especially for the 700 field employees (e.g., mailing new hire enrollment packets to these employees)?
Date of Question: 10/11/2017 4:31:56 PM
 
         MWRDGC RESPONSE  1:   The Scope of Work defined in the RFP document does not include fulfillment services for paper mailings.
        Date of Answer:   10/12/2017 7:52:40 AM

                     
                                                                                                 
 

 
 

Subject7:  Field Employee Enrollment
Question: Is the District anticipating leveraging a call center to provide the 700 field employees the opportunity to enroll in benefits over the telephone?
Date of Question: 10/11/2017 4:29:33 PM
 
         MWRDGC RESPONSE  2:   To clarify, it is not a requirement of this RFP that a call center be available to employees; however, there is a section of the Vendor Questionnaire that requests information regarding call center support to employees. Any services the system provides should be discussed in the response to those questions.
        Date of Answer:   10/12/2017 8:12:51 AM
 
         MWRDGC RESPONSE  1:   The Scope of Work stated in the RFP document does not include a call center for employees to enroll in benefits.
        Date of Answer:   10/12/2017 7:56:15 AM

                     
                                                                                                 
 

 
 

Subject6:  Eligibility Tracking
Question: Does the District have a need for status/eligibility tracking for the purposes of ACA? If so, what is your variable hour population that we would be tracking?
Date of Question: 10/11/2017 4:28:36 PM
 
         MWRDGC RESPONSE  1:   The Scope of Work requires that the system have the ability to produce the data required for ACA Reporting including 1094-C and 1095-C forms. Currently, the District does not employ part-time workers.
        Date of Answer:   10/12/2017 8:01:46 AM

                     
                                                                                                 
 

 
 

Subject5:  Retirees
Question: Are the 2,100 retirees in-scope for this project?
Date of Question: 10/11/2017 4:22:12 PM
 
         MWRDGC RESPONSE  1:   Benefits for District retirees will not be managed in this system. This is not included in the Scope of Work.
        Date of Answer:   10/12/2017 8:10:11 AM

                     
                                                                                                 
 

 
 

Subject4:  High Level Technology Requirements - Active Directory
Question: Can you please elaborate on the high level technology requirement "ability to use the District's existing active directory user accounts to authenticate District employees when interacting with the vendor's proposed solution"? What are your expectations around this process with the benefits administrator?
Date of Question: 10/11/2017 4:21:07 PM
 
         MWRDGC RESPONSE  1:   MWRD employees should be able to log into the benefits software using their MWRD active directory user account credentials. The benefits software should authenticate MWRD users against MWRD’s active directory. If MWRD disables an employee account in its active directory, the employee would no longer be able to log into the benefits software.
        Date of Answer:   10/12/2017 8:50:43 AM

                     
                                                                                                 
 

 
 

Subject3:  Flexible Spending Account Enrollment
Question: Is MWRD looking to automate the flexible spending account enrollment process (i.e., enrollment through the benefits administration platform rather than through a separate vendor)?
Date of Question: 10/11/2017 4:18:00 PM
 
         MWRDGC RESPONSE  1:   As discussed in the Scope of Work, the requested system will serve as the single source of benefits administration for all programs. It would be expected that employees can enroll in and make changes to their FSA accounts as part of the Scope of Work.
        Date of Answer:   10/12/2017 8:15:38 AM

                     
                                                                                                 
 

 
 

Subject2:  Appendix A Cost Proposal
Question: Hello, thank you for providing Appendix F in Word Format. Would you please provide Appendix A Cost Proposal in Word Format? It would make it easier to fill out the grid and supply comments as the PDF does not allow for editing or additions. Thank you!
Date of Question: 10/4/2017 2:07:24 PM
 
         MWRDGC RESPONSE  1:   The District will not be issuing a fillable version of the Cost Proposal document. Vendors should print the appropriate Cost Proposal pages from the RFP document and fill in the required information as instructed. Additional pages can be attached if more space is needed.
        Date of Answer:   10/5/2017 1:33:48 PM

                     
                                                                                                 
 

 
 

Subject1:  Vendor Questionnaire and Cost Proposal
Question: Hello Jamie, The RFP states that Appendix A and Appendix F are available for download. Knowing the RFP is in PDF format, would you be able to provide a Word format available to download so questions can be completed electronically vs, handwriting the answers or having to retype the questions? Thank you!
Date of Question: 9/28/2017 10:24:10 AM
 
         MWRDGC RESPONSE  1:   A fillable version of Appendix F, Vendor Questionnaire, has been placed on the District Procurement page with the other bidding documents.
        Date of Answer:   9/29/2017 7:55:44 AM