ACR - HIF - Benefit Eligibility System RFP - Questions & Answers - 5-22-25
Do you have a required format for the proposal, or do you prefer that the details and responses be added to each section of the Scope of Services document? Since the document is a pdf, we would need to convert to word and then add throughout the documents. There is no required format for the proposal. However, the standardized Submission Requirements and Selection Criteria states on the second page that all the requirements need to be included in your response. On page three and four of the same document; it provides additional information you need in your response. All forms must be completed in full to qualify as a bidder.
I don't see many "questions" or statements that you are looking for responses to. Most everything are just statements about what is required. It appears that on the Request for Proposal document beginning at the bottom of page 6 "Pricing" and "Questions" are the only sections that you are looking for a response? A total of 9 questions? All statements require responses as how and what services you can provide. Everything in this document is stating our needs, you need to tell us what you can provide and how.
On the "Notice" document, there are links to 2 other documents. It doesn't allow me to access those documents. Are they the same documents that you originally emailed me? Yes. These are the documents which need to be completed in full to qualify for the bid being accepted.
On the "Bid Package" document, page 7 - Checklist, it has a plane to insert "Professional Service Title", are you looking my name? or my title? or something else here? Yes. Please add your title or the title of the contact submitting the RFP. Also please include the names of the person who will be providing a demonstration of your platform and it’s functionality should you be chosen as one of the finalists in this process.
How is enrollment handled today? What platform are you currently using? We are using the carriers’ eligibility platforms to handle enrollments and any/all changes. With new entities where there is a broker involved; they have access to the platforms required to enroll/make changes.
What are your main goals in exploring a new EBES system? We are growing exponentially and need to scale for all our entities apart of the NJ Solutions Health Insurance Fund. We are looking for ease of use, self-service portal capabilities and cutting-edge analytics.
Are there specific pain points or challenges you’re hoping to solve? We are looking for compliance, functionality, ease of use, self-service portal access and reporting that has the capacity to scale, identify trends in data/enrollment, and ultimately be a beneficial platform to all end-users.
Will the EBES system be the source of truth for demographic data, or will that remain with payroll? Yes – the EBES System should be the source of record for all demographic data and we would ask that all bidders provide a ‘future state’ option for the entities to procure a payroll or HR system. Please only provide a summary of options for payroll and HR systems. Payroll is not a primary requirement at this time.
What does the decision-making process look like on your end? Once we receive bidder packages on June 4th, we will review and announce finalists by third quarter. Finalist bidders will be given an outline of features and functionality to demonstrate and then be invited to provide a Virtual demonstration – Dates TBD. Once the Virtual demonstrations are completed, a final decision will be determined, announced and communicated to all that provided submissions as well as posted to our website. All decision-makers are
involved in reviewing compliant packages, attending demonstrations and determining best platform for NJ Solutions. We plan on implementing the new platform in late 2025.
Is there a procurement process we should be aware of? The decision-makers are a combination of Commissioners/Alternate Commissioners and Plan Administrators of the NJ Solutions Joint Health Insurance Fund. They have authority to approve any/all investments or partners providing services for the betterment of the NJ Solutions Joint Health Insurance Fund with their Treasurer, Actuary and Fund Administrators. Commissioners approve the Bill List on the third Thursday of every month and payments will be made prior to the end of each month.
Will the contract be held by Acrisure, the HIF, or another entity? The contract will be held by the Commissioners of the NJ Solutions Joint Health Insurance Fund and oversight from the Plan Administrators.
What entities are included in each Borough - Police, Fire, Schools, etc.? The entities consist of Townships and Board of Educations. Those entities are comprised of – Unions, Police, Fire, Schools, etc.
Will Retiree (direct) billing be part of the scope? What about call center services? Yes.
Are all Boroughs/Entities aligned on open enrollment timing, or do they have different windows? NJ Solutions Joint Health Insurance Fund has two open enrollment windows. 1/1 is the renewal date for the Public entities and 7/1 for the Board of Educations.
How many active employees and retirees are covered? As outlined in the RFP; as of 6/1 NJ Solutions Health Insurance Fund currently has 5 entities with ~3600 members.
Do all Boroughs offer the same benefits, or are there variations? Benefit Plan Designs are similar but there can be a request for a plan for example - HD HSA Plans. We need to see how your platform handles variations in the event that we have a unique outlier to the overall homogenous nature of these entities.
How many payroll systems are in use today? None
Are you hoping to integrate with each of them? NA
Are employees manually entered into your current EBES system? Adds/Deletes/Changes are done manually after the initial census has been uploaded during enrollment.
What’s driving the need for daily carrier file feeds? We provide eligibility driven monthly invoices to the entities therefore eligibility data needs to be current.
What does your current support model look like? We use the carriers’ eligibility system.
Are there specific support goals moving forward, for example, around dependent verification or other manual tasks? No specific support goals required from the platform service team other than functionality and availability of system updates, reporting, implementation and access to self-service portals and training.
Can you share anything about your expected growth over the next 12–24 months? The NJ Solutions Joint Health Insurance Fund will continue to expand and we anticipate a significant increase in new entities joining in late fall of 2025 and more as we approach 1/1 renewals.