(1) Vendor needs to provide COBRA and retiree administration services. • Administration of cobra and retiree direct billing, guaranteeing compliance with all federal and state rules and regulations on behalf of agency.• Assist and advise agency regarding cobra and state continuation administration.• Maintain separate cobra and retiree database for all qualified members using information provided by the agency.• Provide the necessary notices to new active plan participants and spouses within five days of the receipt of information.• Provide eligibility notice and election form to qualified beneficiaries within five business days of receipt of information.• Provide non–enrollment confirmation to members who do not enroll within the statutory mandated timeline.• Provide termination of coverage notice to enrolled beneficiaries who fail to pay timely or who lose eligibility for any other reason.• Provide a detailed description of the process by which the agency will notify respondent when a cobra or retiree qualifying event has occurred including the format that reports and files are to be submitted in and the detailed information required.• Provide an assigned account team that will be responsible for the agency’s account and a dedicated account manager accessible by the agency’s benefits staff.• Provide a dedicated customer service team and a toll–free number assigned to the dedicated unit. please specify the hours of service for customer service.• Provide enrolled participants with online payment capability.• Specify which options are offered, i.e., ach, credit card, etc.• Collect, record, deposit and remit all payments to agency at month end.• All payments must be remitted within three weeks of the close of the previous month, i.e., march’s premium payments must be recorded and available by April 20.• Respondent prefers to retain the 2% administration fee as part of pricing proposal, and this needs to be specifically stated in the pricing worksheet.• Manage insufficient funds collection and short payments in accordance with cobra rules.• Timely handle phone calls and other communications and have a capability to review recorded calls for review of accuracy and problem solving.• Protect and maintain phi in accordance with HIPAA statutes and any other applicable federal and state regulations.• Respondent will be required to execute a HIPAA business associate agreement provided by the agency.• Provide open enrollment mailings and phone support as directed by agency.• Provide an interactive administrative system enabling participants to enroll in ach or on–line payment options, check payment status, verify forms received, billing and personal information, on–line open enrollment elections, and an interactive tool for communication and problem solving.• Have an established process by which eligibility and termination information is timely shared with the agency’s benefit plan vendors.• Confirm you will execute a performance guarantee document.• Provide a sample you currently use and would agree to with the agency, including the amount of fees at risk.(2) All the questions must be submitted no later than April 15, 2024.
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