Dental and Vision Benefits (Main Project)

The purpose of this Request for Proposal is to solicit sealed proposals to establish a contract through competitive negotiations for the purpose of providing dental and/or vision coverage for the employees, dependents, and pre-Medicare eligible retirees, of the City of Chesapeake, VA. The City of Chesapeake’s expectation is that the Offeror's proposal mirrors the current plan.

It is the desire of the City of Chesapeake to continue to offer a competitive benefit package to its employees. This RFP will be for a five-year contract period with the City of Chesapeake reserving the option for five additional one-year renewals.

Please refer to plan details in Background and Employee Rate Charts 2025-2026 found under Attachments, Supporting Attachments B-C.

The proposed effective date for the City of Chesapeake program is January 1, 2027.

Background

The City of Chesapeake (City) is a municipal government located in southeastern Virginia. The City has 30 municipal departments with approximately 3,462 full time employees and 400 covered retirees. There are currently approximately 17 part time employees eligible for healthcare benefits.  Employee Rate Cards for 2025-2026 are under Attachments, Supporting Attachments B-C.

The City currently offers 2 dental plans through Anthem.

The city currently offers 2 vision plans through Davis Vision.

ELIGIBILITY:

Employees hired from 1^st to 15^th of a month, benefits are effective the first of the following month; hire date from the 16^th to end of a month, benefits are effective the first of the next following month. Eligible dependents include the legal spouse and dependents up to the end of the month the dependent turns 26.

Part-time, seasonal, temporary, internship, and contracted employees are not eligible to participate. Part-time workers are not eligible unless regularly working 30 hours per week or more on average.

Project Details

• Reference ID: 26-202-6328
• Department: Human Resources
• Department Head: TBD (TBD)

Important Dates

• Questions Due: 2026-04-14T18:00:00.000Z

Evaluation Criteria

• Provider Discounts (10 pts) —

  Provider shall offer clearly defined discounts on applicable services and/or products. All discounts must be documented, consistently applied, reflected on invoices, and any conditions or limitations disclosed in advance. Rates and Benefits Summaries should be under Tab 11 of Offeror's response (please see Specific Proposal Instructions).

• Provider Access (10 pts) —

  Provider shall ensure timely access to qualified personnel, systems, and support resources, including defined response times and escalation procedures. Any access limitations must be documented and agreed upon in advance. Summaries should be under Tab 5 of Offeror's response

• Matching Plan Design (10 pts) —

  Summaries should be under Tab 9 (Dental) or 10 (Vision) of Offeror's response

• Performance Guarantee (10 pts) —

  Provider shall commit to measurable performance standards, with regular monitoring and reporting. Failure to meet standards may result in service credits, penalties, or other agreed remedies. Summaries should be under Tab 3 of Offeror's response

• Demonstrated Ability to Manage Healthcare Costs (20 pts) —

  Summaries should be under Tab 3 & Tab 11 of Offeror's response.

• Delivery of Clinical Resources, Disease Management Programs, and Focus & Commitment to Wellness (25 pts) —

  Summaries should be under Tab 6 of Offeror's response.

• Administration, Communications, Reporting, and Online Portals (15 pts) —

  Summaries should be under Tab 2, Tab 5 , and Tab 6 of Offeror's response.

Submission Requirements

• Type of Benefit Plan (required) —

  Please select the coverage type(s) included in your response.  It can be dental or vision or both.  Offerors must select and respond to at least one.

• Are There Any Supplemental Agreements? (required) —

  Supplementary agreements, such as Master Service Agreements (MSAs), Service Level Agreements (SLAs), Non-Disclosure Agreements (NDAs), or other relevant documents that you would like considered for the final contract, must be submitted along with your response. 

• Provide this document in Word format. (required)
• Upload the BAA. —

  Please download the below documents, complete, and upload.  If there are strikes, the offeror must upload the redline version.

• Do you take exception(s) to the RFP? (required) —

  This information could be from the Scope of Work, Required General Terms and Conditions, Special Terms and Conditions, or any other part of this Request for Proposal.

• Offerors must provide details of any terms and conditions to which they take exception. For each exception, offerors must include the section, the number, and any other identifying information of the term and condition, and provide the full term and condition itself. Offerors must then explain the reason and propose alternative language for the term or condition to be amended. (required)
• Certification of Compliance with Immigration Laws and Regulations (required) —

  Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• Virginia State Corporation Commission (SCC) Registration Information (required) —

  AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: A contractor organized as a stock or non-stock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so, required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described LISTED that enters into a contract with a public body pursuant to the Virginia Public Procurement Act shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

  Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC).  Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law must indicate by selecting one of the following reasons why the bidder or offeror is not required to be so authorized:

• Litigation Disclosure Form —

  Respond to each of the questions below by checking the appropriate box. Failure to fully and truthfully disclose the information required by this Litigation Disclosure Form may result in the disqualification of your bid or proposal from consideration or termination of the contract, once awarded. For purposes of this disclosure form, “you” means the individual or entity in whose name the bid or proposal is submitted.

• Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant to this solicitation, been convicted of a felony, or a misdemeanor involving moral turpitude, during the last ten (10) years? (required)
• Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant to this solicitation, been terminated from any work being performed for the City of Chesapeake or any other governmental entity in the Commonwealth of Virginia during the last ten (10) years? (required)
• Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant to this solicitation, been involved in any claim or litigation with the City of Chesapeake or any other governmental entity in the Commonwealth of Virginia during the last seven (7) years? (required)
• Has any parent company or wholly owned subsidiary of your company been involved in any claim or litigation with the City of Chesapeake or any other governmental entity in the Commonwealth of Virginia during the last seven (7) years? (required)
• If you answered “Yes” to any of the above questions, please state the name(s) of the person(s), the nature, and the status and/or outcome of the conviction, termination, claim or litigation, as applicable. Any such information should be provided on a separate page, attached to this form and submitted with your bid or proposal.
• STATE CORPORATION COMMISSION IDENTIFICATION NUMBER (required) —

  Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC). Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include a statement describing why the bidder or offeror is not required to be so authorized.

• Small, Women-Owned, Minority-Owned (SWaM) and Service Disabled Veteran-Owned Business —

  A certified SWaM Business is one that holds a current certification from the Virginia Department of Small Business and Supplier Diversity (SBSD), the U.S. Small Business Association (SBA), the Women’s Business Enterprise National Council (WBENC), National Minority Supplier Development Council (NMSDC) or from other U.S. State and some Local Government Supplier Diversity Programs.

• Is your company a certified Small, Woman or Minority Owned (SWaM) Business or Disadvantaged Business Enterprise? (required)
• What is your company’s certification type? (required)
• Attach supporting documentation including certificates in regards to your SWaM status. (required)
• Does this solicitation include any background information in section "Summary and Background"? (required)
• Projected Contract Value ($) (required) —

  Enter the estimated dollar amount for the entire contract period including renewal options.