Request for Quotations (RFQ):
Coastal Mississippi Insurance RFQ
 
 
Issued by:                                Mississippi Gulf Coast Regional Convention and Visitors Bureau d/b/a Coastal Mississippi
Contact:                                  Chris Marshall, Director of Finance and Employee Relations
Date Issued:                            November 6, 2024
Response Deadline:                November 19, 2024 4:00 PM
                       
MISSISSIPPI GULF COAST REGIONAL CONVENTION AND VISITORS BUREAU d/b/a COASTAL MISSISSIPPI BACKGROUND:
On April 4, 2013, Governor Phil Bryant signed House Bill 1716, forming the Mississippi Gulf Coast Regional Convention and Visitors Bureau d/b/a Coastal Mississippi, herein referred to as “Coastal Mississippi” and “Bureau,” effective July 1, 2013. Pursuant to House Bill 1716, 2013, Local and Private Laws of Mississippi, Boards of Supervisors of Hancock, Harrison, and Jackson Counties appointed members to the Board of Coastal Mississippi. Since that time, Coastal Mississippi has sought to fulfill its mission statement: to “Drive the Coastal Mississippi economy and pride of place for all residents and businesses by inspiring a vibrant and welcoming visitor experience.”
 
INTRODUCTION:
The Bureau is accepting quotations for health insurance for an office of seventeen (17) employees and administration of dental, vision, and supplemental insurance policies. Note: responses to this RFQ will be confidential and proprietary to Coastal Mississippi. Respondents wishing to participate should ensure they have all the needed qualifications prior to submission of a bid. This RFQ will be posted on the Coastal Mississippi website at www.coastalmississippi.com, www.centralbidding.com, and MS PTAP. Please note that all times listed within this document are Central Standard Time (CST), and “close of business” is to be construed as 5:00 PM. The terms “quotation” and “bid” are to be interpreted as synonyms throughout this document.
 
QUESTIONS:
Before submitting a proposal, each offeror should be fully informed of the extent of the scope of work required.  All questions should be submitted via email to [email protected].  Questions will be answered in toto and placed on the respective RFQ landing page on the Coastal Mississippi website at www.coastalmississippi.com on November 14, 2024.
 
QUESTION DEADLINE:
All Questions should be submitted no later than the close of business (5:00 PM) on November 13, 2024. Please note: The Bureau retains the right to disregard questions submitted after the aforementioned deadline.
 
FINAL SUBMISSION DUE DATE AND TIME:
All proposals must be received no later than 4:00 PM on Tuesday, November 19, 2024. The Bureau reserves the right to reject responses received after the previously mentioned date.
 
SUBMITTAL INSTRUCTIONS:
Proposals may be submitted via mail, delivery, or at www.centralbidding.com at the below-listed addresses. Mailed and Delivered Responses should be clearly labeled as “Coastal Mississippi Insurance RFQ.”
 
 
DELIVERY/ MAIL:
 
Coastal Mississippi
Attn: Chris Marshall
2350 Beach Blvd. Ste. A
Biloxi, MS 39531
 
RFQ  TITLE:
 
 Coastal Mississippi Insurance RFQ
 
NOTICE OF LIABILITY:
It is the sole responsibility of the respondent to see that the bid is received before the submission deadline. The respondent shall bear all risks associated with delays of any form.  The Bureau retains the right to refuse any bids received past the aforementioned submittal deadline. All bids submitted shall be binding upon the respondent if accepted by the Coastal Mississippi Board of Commissioners not more than ninety (90) calendar days from the submission date. Negligence upon the part of the respondent in preparing the bid confers no right of withdrawal after the affixed time for the submission of bids.  
 
 
PROJECT OVERVIEW:
 
Coastal Mississippi invites quotations from established insurance brokerage firms to provide insurance for its employees, which is comprised of a staff of seventeen (17) employees. Census information used in quotation calculations may be obtained by email or in-person request to Chris Marshall, Director of Finance and Employee Relations, at [email protected] or at the Bureau’s office.   
 
NONDISCLOSURE:
 
All information about the Bureau, Bureau employees, and information generally accepted to be covered under the Health Insurance Portability and Accountability Act (HIPAA), Health Information Technology for Economic and Clinical Health Act (HITECH), the Omnibus Rule, or included in this Request for Quotations (RFQ) and all appendices attached hereto should be considered confidential information. No news release, public announcement, or reference to this RFQ shall be made without the prior written consent of Coastal Mississippi.
 
To this end, Coastal Mississippi announces a Request for Quotations (RFQ) from qualified insurance brokers or agents that meet the conditions set forth in the Scope of Work section contained hereinbelow.
 
SCOPE OF WORK:
The scope of work for this RFQ includes, but is not necessarily limited to, the following:
 
Provide not less than two (2) options for health insurance coverage for an office of seventeen (17) employees (census information such as gender and age of employees used to calculate costs and provide accurate insurance quotations is available upon request to Chris Marshall, Director of Finance and Employee Relations).
Health insurance may be from any provider authorized and licensed in the state of Mississippi and not barred from doing business by the Mississippi Commissioner of Insurance.
Responses to this RFQ should include quotes for health insurance effective January 1, 2025, and should include proposals or alternative proposals based on the specifications for coverages listed in the chart found hereinafter. 

 
Agent/Broker must be available for an open enrollment meeting (multiple meetings if deemed necessary) at the discretion of the Bureau within three (3) weeks of the notification of award.
Agent/Broker will also be responsible for administration of the Bureau’s existing dental and vision insurance policies in conjunction with any supplemental insurance policies provided at the discretion of the Bureau. 
 
SCHEDULE OF ACTIVITIES:
Upon receipt of this request, respondents will contact the specified party below to provide the name, title, mailing address, phone, and email address for a single, central contact within the respondent’s firm for coordination of all questions, clarifications, and follow-up. 
 
[email protected]
 
The following is a list of key dates for this proposal. Coastal Mississippi may, at its discretion, amend these dates insofar as allowed under Mississippi law and procurement standards. 
 
           
Activity:                                                          Completion Date:
 
RFQ Public                                                     November 6, 2024
 
Questions Due                                                November 13, 2024
           
Questions Answered                                       November 14, 2024
 
Responses Due                                               November 19, 2024     
 
Awarding Contract                                         November 21, 2024
 
 
SCORE CRITERIA:
 
Responses will be scored by no fewer than three (3) members of the Bureau’s staff and at least one (1) member of the Bureau’s Board of Commissioners.
 
 
Deductible:                                                                                                     30 Points
 
Out-of-Pocket Costs:                                                                                      30 Points
 
Price of Insurance:                                                                                          20 Points
 
Copays:                                                                                                          10 Points

Prescription Costs:                                                                                         5 Points
 
Clarity of Bid:                                                                                                 5 Points
 
Total:                                                                                                               100 Points
 
SELECTION PROCESS:
 
The award for this RFQ will be granted to the agent/broker whose response is deemed most advantageous to the Bureau in conjunction with the criteria set forth herein.
 
 
SMALL, MINORITY, AND WOMEN-OWNED BUSINESSES:
 
In compliance with federal and state statutes, Coastal Mississippi encourages small, minority, and women-owned businesses to respond to this RFQ. As such, this RFQ will also be placed on MS PTAP, and direct solicitation will be conducted at the time of publication to ensure equal opportunity for all to respond.
 
 
SUBMITTAL PROCEDURES:
 
Please submit your responses by 4:00 PM on November 19, 2024, via mail, delivery, or online via the avenues provided previously in this document. The awardee will be determined by the Bureau’s Board of Commissioners at its regularly scheduled meeting on November 21, 2024, and respondents will be notified of the Commissioners’ decision within three (3) business days.
 
DISCLAIMER:
 
The Bureau reserves the right to terminate this procurement at any time should the Bureau decide that this procurement is no longer necessary.
 
Additionally, no documents will be provided unless explicitly named herein or incorporated by reference without an official public records request being filed.          
 
Official Bid Documents are available at Central Bidding (www.centralbidding.com). Electronic Bids may be submitted at Central Bidding (www.centralbidding.com). For questions related to the electronic bidding process, please call Central Bidding at 225-810-4184.