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EXHIBIT C Version 1.0 Business Requirements Matrix Contractor’s Statement of Compliance with RFP Specifications RFP: 171103-RFP 1) Contractor shall indicate compliance or exception to each requirement. If exception, a reason and an alternative must be provided. 2) Contractor shall indicate the feature being provided is a Standard feature, Requirement Core Delivered/ Comply/ requires Customization, or is being provided by 3rd Party Section/ Requirement Description Configurable/ Subsection Exception equipment or software. Custom/ 3rd Party 1 Benefits Administration 1 of 15 EXHIBIT C Version 1.0 Business Requirements Matrix Enrollment Summary – (Core Delivered) At the end of the enrollment process, the employee is presented with the election summary screen which highlights all of the elections just made by the employee. Employees can review the summary and go back to change any selections if needed. The Benefit Summary page is also available from the employee landing page for review any time during the year; this statement can be viewed or printed by the employee at any time during the plan year. Ability for system to automatically generate and distribute an electronic benefits Core Custom Confirmation Statements delivered through 1.0 Comply confirmation statement based on benefit Delivered/Custom fulfillment (Custom) events Businessolver can create custom enrollment confirmation statements based on the County's needs. Businessolver will set up the fulfillment template, and these statements will automatically generate confirming enrollment activities, such as new hire enrollments, annual enrollments, and life event changes. All documents generated through such fulfillment services are stored electronically on the employee’s online record in PDF format and are accessible by administrators and employees at any time. Businessolver can also print and mail these statements upon request. 1.1 Ability to process beneficiary changes Comply Core Delivered 1.2 Ability to process Evidence of Insurability Comply Core Delivered Ability to handle variations in deductions 1.3 taken from paychecks (some deductions are Comply Core Delivered taken from 24 paychecks and others from 26) 2 of 15 EXHIBIT C Version 1.0 Business Requirements Matrix Ability to reconcile/validate payroll transactions in line with benefit elections 1.4 Comply Core Delivered (including validation of correct amount for correct period) Ability to restrict benefit changes based on 1.5 Comply Core Delivered marital/dependent status Ability to generate plan information and dates 1.6 Comply Core Delivered of enrollment 1.7 Ability to track rates by benefit plan by tier Comply Core Delivered Ability to compile “self determined 1.8 premium/fee” amounts due 3rd party vendors Comply Core Delivered (per agreement(s))) with 3rd party vendor) Ability to maintain and archive employee/dependent benefits selections as 1.9 Comply Core Delivered required by the County (qualified status changes, etc.) 1.10 Ability to process retroactive terminations Comply Core Delivered Ability to define enrollment limitations and 1.11 verify against potential dependent (maximum Comply Core Delivered age limits or disabled) Ability to prepare and distribute a dependent 1.12 enrollment/benefit confirmation statement Comply Core Delivered (electronic and paper based) Ability to identify when a dependent is no 1.13 Comply Core Delivered longer eligible Ability to notify employee and dependent of 1.14 Comply Core Delivered benefits expiration electronically Ability to enroll a new dependent including 1.15 Comply Core Delivered default elections if no selection is made Ability for system to trigger employee 1.16 Comply Core Delivered termination processing Ability to run a benefits payment cycle to 1.17 Comply Core Delivered collect participant contributions 3 of 15 EXHIBIT C Version 1.0 Business Requirements Matrix Ability to establish part time and full time 1.18 benefit rates at the plan level on a biweekly Comply Core Delivered basis Ability to define and allocate plan costs based 1.19 Comply Core Delivered on location/business segment 1.20 Ability to handle pre-tax benefit deductions Comply Core Delivered Ability to handle post-tax benefit deductions, 1.21 imputed income for employer-sponsored life Comply Core Delivered insurance Ability to track employer portion of benefit 1.22 Comply Core Delivered liability Ability to calculate imputed income per pay 1.23 Comply Core Delivered cycle Ability to automatically catch up deductions/adjust deductions based on 1.24 Comply Core Delivered increases in deductions or missed deductions (Arrears processing) Ability to administer benefits administration 1.25 Comply Core Delivered “out of sequence” and “roll backs” Ability to ensure data accuracy & controls as 1.26 Comply Core Delivered to eligible and participating population Ability for system to trigger termination of 1.27 Comply Core Delivered coverage Ability to generate a notification to a former 1.28 employee that COBRA or direct bill benefits Comply Core Delivered payment is due 1.29 Billing & Payment Administration Ability to validate payment interface 1.29.4 Comply Core Delivered and release funds Ability to reconcile eligibility and 1.29.5 Comply Core Delivered payment information 4 of 15 EXHIBIT C Version 1.0 Business Requirements Matrix Ability to reconcile, recap and regularly 1.29.6 report funded/disbursed amounts Comply Core Delivered Ability to collect COBRA and direct bill For the County's active population, Businessolver will send a payments and remit to vendors or the file to the County's payroll provider with the proper 1.29.7 Comply Core Delivered County deduction amount. Businessolver will provide carrier remittance services. Ability to record billing and payment 1.29.8 Comply Core Delivered tracking 1.30 Self Service Ability to request to enroll an eligible 1.30.1 Comply Core Delivered dependent via self-service Ability to notify employee of dependent 1.30.2 enrollment eligibility electronically Comply Core Delivered Ability for employees to request benefits 1.30.3 Comply Core Delivered materials via self-service Ability for employees to submit benefits 1.30.4 inquiries electronically (via portal) Comply Core Delivered Ability to record dependent enrollment 1.30.5 elections electronically (on-line) Comply Core Delivered 1.31 QMCSO 1.31.1 Ability to input QMCSO provisions Comply Core Delivered Delivered as part of our QMCSO administration services. Ability to age QMCSO and trigger 1.31.2 notification when dependent is no Comply Core Delivered Delivered as part of our QMCSO administration services. longer eligible Ability to terminate QMCSO benefits 1.31.3 Comply Core Delivered Delivered as part of our QMCSO administration services. upon expiration 1.32 Nondiscrimination testing Ability to conduct non-discrimination Delivered through Businessolver's partnership with 1.32.1 Comply Third Party testing Discovery Benefits. Ability to generate data for non- Delivered through Businessolver's partnership with 1.32.2 Comply Third Party discrimination testing Discovery Benefits. 2 Event Processing 5 of 15 EXHIBIT C Version 1.0 Business Requirements Matrix Ability to identify benefit selections (both on the plan as well as coverage level) based on 2.0 the County benefit matrix (rules-based Comply Core Delivered selections resulting in options presented that are consistent with the event reported) Ability to trigger notifications (electronic and 2.1 paper based) for employee to review and/or Comply Core Delivered change benefits (status changes) 2.2 Family Status Changes Ability to identify a new eligible participant (based on job change - part- 2.2.1 Comply Core Delivered time to full-time new hire, rehire, location transfer, etc.) Ability to request and process a qualified status change benefits update 2.2.2 via self-service with notification to Comply Core Delivered Benefits Department prior to processing. Ability to proactively identify whether an employee/dependent has met 2.2.3 qualified status change provisions (e.g. Comply Core Delivered change from part-time to full time, student status) Ability to prompt employees/dependents to review 2.2.4 Comply Core Delivered benefits if they have a qualified status change Ability to record employee/dependent 2.2.5 benefits elections electronically (on-line) Comply Core Delivered (includes qualified status changes, etc.) 2.3 New Hire Processing 6 of 15 EXHIBIT C Version 1.0 Business Requirements Matrix This would be supported through Businessolver's fulfillment Ability to send a new eligible participant services. Businessolver supports new hire packets for a 2.3.1 Comply Custom an enrollment package (electronic) number of clients today; however, we would work with you to customize the documentation based on your needs. Ability to automatically trigger DVS if 2.3.2 Comply Core Delivered Delivered as part of our dependent verification services. employee adds dependents Ability to workflow new hire events to 2.3.3 Comply Core Delivered internal teams, vendors, et al 4 FSA/HSA Delivered through Businessolver's partnership with 4.0 Ability to interface with banks Comply Third Party Discovery Benefits. Ability to administer 3 FSA plans (with July 1 Delivered through Businessolver's partnership with 4.1 Comply Third Party PY) Discovery Benefits. Ability to administer warying grace periods Delivered through Businessolver's partnership with 4.2 Comply Third Party and runouts for each plan Discovery Benefits. Delivered through Businessolver's partnership with 4.3 Ability to issue debit cards Comply Third Party Discovery Benefits. Delivered through Businessolver's partnership with Discovery Benefits. Discovery Benefits provides monthly 4.4 Ability to produce online or paper statements Comply Third Party statements online for FSA and HSA. HSA paper statements are available for $1.00 per statement. Ability to calculate per pay period amounts 4.5 Comply Core Delivered with annual limits Ability to level for leave processing of goal Delivered through Businessolver's partnership with 4.6 Comply Third Party amounts Discovery Benefits. Ability to process Annual and Catch-up Delivered through Businessolver's partnership with 4.7 amounts for two plan years in one plan Comply Third Party Discovery Benefits. calendar year Ability to adhere to current and changing IRS 4.8 regulations for plan year July through June Comply Core Delivered without manual intervention by EBH Ability to load, report, and factor payroll actual 4.9 Comply Core Delivered information based on paycheck processing 7 of 15 EXHIBIT C Version 1.0 Business Requirements Matrix Ability for employees to access account Delivered through Businessolver's partnership with 4.10 Comply Third Party information via online portal Discovery Benefits. Delivered through Businessolver's partnership with 4.11 Provide a call center for employees Comply Third Party Discovery Benefits. 5 Integration Ability to accept a standard census flat file on 5.0 a recurring basis in a format provided by Comply Core Delivered Maricopa County Ability to deliver a standard deduction flat file 5.1 on a recurring basis in the format provided by Comply Core Delivered Maricopa County Ability to accept a standard payroll file on a 5.2 recurring basis in a format provided by Comply Core Delivered Maricopa County Ability to handle multiple census files per 5.3 Comply Core Delivered day/week Ability to identify and flag/report errors or 5.4 Comply Core Delivered data inconsistencies from integration Ability to deliver additional deduction files as- 5.5 Comply Core Delivered need with specified parameters Ability to change integration mapping on If additional file feeds are required after Implementation, a 5.6 census file for additional fields as business Comply Core Delivered one-time integration fee will apply. needs change Ability to change integration mapping on If additional file feeds are required after Implementation, a 5.7 payroll file for additional fields as business Comply Core Delivered one-time integration fee will apply. needs change Ability to notify on late or undelivered files 5.8 within an agreed upon timetable for each Comply Core Delivered interface Ability to interface with employee and 5.9 Comply Core Delivered organizational data administration Ability to process warning and error 5.10 Comply Core Delivered transactions based on client requirements 8 of 15 EXHIBIT C Version 1.0 Business Requirements Matrix Ability to identify and clear data errors 5.11 identified by 3rd party vendors in conjunction Comply Core Delivered with processing file feeds from HR BPO Ability to interface billing and payment If additional file feeds are required after Implementation, a 5.12 Comply Core Delivered tracking with finance/payroll systems one-time integration fee will apply. 6 System Access and Security The System is web-based. Active Directory is not designed Ability to integrate with Microsoft Active for use across the Internet. Businessolver recommends the 6.0 Comply Core Delivered Directory use of a single sign on connection to allow the County's users to use internal credentials to connect to the System. 6.1 Ability to restrict access based on Roles Comply Core Delivered 6.2 Ability to restrict access based on Operator Comply Core Delivered Businessolver will provide a single sign on connection with 6.3 Ability to interface with ADP Portal Comply Core Delivered ADP portal. A one-time integration fee applies. Ability to track all changes by a specific 6.4 Comply Core Delivered operator for a given time period Ability to audit - track changes at a specific 6.5 Comply Core Delivered employee or participant record Ability to revoke or disable access to the 6.6 Comply Core Delivered system immediately, upon notification 6.7 Ability to log inquiries Comply Core Delivered Ability to interface with billing and eligibility 6.8 Comply Core Delivered reports for vendors Ability to record issue resolution on tracking 6.9 Comply Core Delivered system Ability for client to view issues on Vendor’s 6.10 Comply Core Delivered tracking system Ability to provide an Audit trail required for all 6.11 Comply Core Delivered data adds, changes and deletes. 7 Carrier Enrollment Ability to collect payments and remit to 7.0 Comply Core Delivered Delivered as part of our carrier remittance service. vendors or the County 9 of 15 EXHIBIT C Version 1.0 Business Requirements Matrix Ability to execute, address and resolve full file 7.1 compare data reconciliations with 3rd party Comply Core Delivered vendors within a prescribed timeframe Ability to provide data interface of benefits 7.2 selections and deductions to vendors (i.e. Comply Core Delivered newly eligible and ongoing enrollment) Ability to process full files and changes only 7.3 Comply Core Delivered files Ability to adhere and adapt to vendor file 7.4 changes and specifications without cost to Comply Core Delivered EBH Deliver FTP sites and security for file 7.5 Comply Core Delivered management Ability to check for dual coverage (same 7.6 Comply Core Delivered dependent covered under two employees) Ability to process haste enrollments to carriers 7.7 Comply Core Delivered within 24 hours Ability to work and resolve integration errors 7.8 Comply Core Delivered with carriers within 48 hours Ability to produce files in standard 834 file 7.9 layouts with special vendor considerations Comply Core Delivered where applicable Ability to produce files in a non-standard 7.10 format for vendors not adhereing to 834 Comply Core Delivered standards 8 COBRA Administration Ability to automatically generate COBRA 8.0 Comply Core Delivered Delivered as part of our COBRA administration services. notice upon termination Ability to send notification to employees via 8.1 Comply Core Delivered Delivered as part of our COBRA administration services. mail Delivered as part of our COBRA administration services. A trust account, which receives all funds, is established in 8.2 Ability to track an administration fee - 2% Comply Core Delivered Maricopa County’s name. At reconciliation, the 2% admin fee is transferred to Businessolver, and the remaining dollars are transferred to the County. 8.3 Ability to apply a subsidy for an employee Comply Core Delivered Delivered as part of our COBRA administration services. 10 of 15 EXHIBIT C Version 1.0 Business Requirements Matrix 8.4 Ability to handle electronic payments Comply Core Delivered Delivered as part of our COBRA administration services. 8.5 Ability to process paper billing Comply Core Delivered Delivered as part of our COBRA administration services. Ability to load subsidies based on an EBH 8.6 Comply Core Delivered Delivered as part of our COBRA administration services. suppplied file Ability to adhere to current and changing 8.7 COBRA laws without manual intervention by Comply Core Delivered Delivered as part of our COBRA administration services. EBH 8.8 Ability to administer first level appeals Comply Core Delivered Delivered as part of our COBRA administration services. 8.9 Provide a call center for employees Comply Core Delivered Delivered as part of our COBRA administration services. 9 Federal healthcare reform (1095c) 9.0 Implement 1095c according to law Comply Core Delivered Delivered as part of our ACA services. Retrieve and store hours worked information 9.1 Comply Core Delivered Delivered as part of our ACA services. from HRIS for tracking and reporting 9.2 Ability to produce 6055 and 6056 Reporting Comply Core Delivered Delivered as part of our ACA services. 9.3 Hours Tracking Administration 4980h(a) Comply Core Delivered Delivered as part of our ACA services. 9.4 6055 and 6056 Fullfillment and Distribution Comply Core Delivered Delivered as part of our ACA services. 10 Dependent Verification Services Ability to verify individual is/was a qualified 10.0 Comply Core Delivered Delivered as part of our dependent verification services. beneficiary enrolled for benefits Ability for the system to automatically 10.1 determine when a new dependent has been Comply Core Delivered added 10.2 Ability to Audit eligibility for coverage Comply Core Delivered Delivered as part of our dependent verification services. Ability to trigger verifications based on event 10.3 Comply Core Delivered type/rules Ability to automatically generate letter to 10.4 Comply Core Delivered Delivered as part of our dependent verification services. employee Ability for administration staff to review status 10.5 Comply Core Delivered and results via portal Ability for employee to review status and 10.6 Comply Core Delivered results via portal 10.7 Ability for employee to upload documents Comply Core Delivered Ability to determine and audit newly added 10.8 Comply Core Delivered Delivered as part of our dependent verification services. dependents during open enrollment 11 of 15 EXHIBIT C Version 1.0 Business Requirements Matrix Ability to drop dependents within 7 days of 10.9 Comply Core Delivered Delivered as part of our dependent verification services. audit failure Ability to notify carriers within 7 days of audit 10.10 Comply Core Delivered failure 10.11 Provide a call center for employees Comply Core Delivered Delivered as part of our dependent verification services. Ability to send a notice to employee within 7 10.12 Comply Core Delivered Delivered as part of our dependent verification services. days of audit failure 11 Open Enrollment Ability to restrict benefits changes once open 11.0 Comply Core Delivered enrollment period is closed Ability to create/input benefit selections 11.1 defaults if no action is taken during the Comply Core Delivered enrollment period (including "opt out") Ability to trigger notifications to 11.2 employee/dependent to review and/or change Comply Core Delivered benefits during open enrollment Ability to track employees/dependents who 11.3 have/have not enrolled during open Comply Core Delivered enrollment period Ability to receive electronic 11.4 employee/dependent data file for Annual Comply Core Delivered Open Enrollment Ability to support open enrollment processing by pre-loading future year's benefit options, 11.5 Comply Core Delivered elections, and costs (employee/dependent and employer) Ability to document current and historic plan 11.6 Comply Core Delivered and cost changes Ability to track historical changes to benefit 11.7 Comply Core Delivered plans, programs/groupings, and rates Ability to determine employee/dependent benefits eligibility based on 11.8 employee/dependent data (employee type, Comply Core Delivered hours worked, location, country, state, zip code, etc.) 12 of 15 EXHIBIT C Version 1.0 Business Requirements Matrix Communications delivered through the platform would be Ability to send personalized annual enrollment Core core delivered. Additional communications delivered 11.9 information to eligible employees/dependents Comply Delivered/Custom through Benefitsolver's fulfillment services (electronic or (electronically and paper-based) hard copy) would be custom based on the County's needs. Ability to match coverage level for subscriber 11.10 with number of dependents enrolled in a Comply Core Delivered particular plan Ability to end date “old” deductions and 11.11 Comply Core Delivered generate new payroll deduction file Ability to manage parallel processing (current 11.12 Comply Core Delivered Plan Year events and new Plan Year events) 11.13 Ability to facilitate a COBRA Open Enrollment Comply Core Delivered Delivered as part of our COBRA administration services. Ability to handle retroactive activity and 11.14 Comply Core Delivered changes once the new Plan Year starts Ability to prepare Open Enrollment files for new and existing carriers, and manage 11.15 “Changes Only” files during the period after Comply Core Delivered Open Enrollment but before the new Plan Year start date Ability to maintain and archive 11.16 employee/dependent benefits selections for Comply Core Delivered multiple years Ability to track and report historical 11.17 Comply Core Delivered employee/dependent enrollments 12 Training and Help Help contains steps on how to upload 12.0 Comply Core Delivered documents Help allows users to step through forms and 12.1 Comply Core Delivered pages with step by step instructions 12.2 Help includes definitions and terms library Comply Core Delivered Online training or Help is built into the system 12.3 Comply Core Delivered for one the spot end user assistance 13 of 15 EXHIBIT C Version 1.0 Business Requirements Matrix 13 Reporting, Statistical Reporting, and Querying The vendor must provide an approach and details regarding ad-hoc query capabilities for business staff. This query capability must be built into the BAS solution and allow business 13.0 staff to query live (or replicated) production Comply Core Delivered data for reports and information without impacting the performance of any BAS solution real-time transactions or unattended processes Employee Census, Employee Census Benefit, Dependent Census Benefit, Submitted Changes, Address Change, Employee Directory, New Hire, Employe Termination, Offers predefined reports ( provide a list COBRA Qualifying Events Report, Payroll Deduction Audit, 13.1 Comply Core Delivered predefined reports) Payroll Deduction Changes, Equal Employment Opportunity (EEO-1), Evidence of Insurability, Minimum Student Age, Open Enrollment Status, and more than 25 additonal standard reports. Uses permission levels with different kinds of 13.2 access to reports and reporting tool(s), Comply Core Delivered including "run-only" role(s) 13.3 Ability to customize/configure existing reports Comply Core Delivered EBH can export data from the System's reporting tools at any time. Businessolver will deliver teh County's data in a Delivers additional internal/external reporting relational database via XML or through the SQLite database 13.4 Comply Core Delivered tools such as Crystal Reports tool. The XML database can be provided at any time, and the SQLite database will be made available once a month in conjunction with the carrier billing cycle. Ability to print reports with appropriate 13.5 Comply Core Delivered options Can adjust the layout and formatting of 13.6 Comply Core Delivered reports 13.7 Required Reporting capabilities including: 13.8 Notification email history Comply Core Delivered 14 of 15 EXHIBIT C Version 1.0 Business Requirements Matrix Ability to provide activity as well as location 13.9 Comply Core Delivered specific reports based on hits on the HR portal Ability to generate detailed reports for 13.10 auditing, claims reviews, compliance testing, Comply Core Delivered etc. Businessolver has a number of system reports for COBRA Ability to generate reports on actual versus and direct bill status that will display who is paid through, 13.12 Comply Core Delivered projected payments who has an outstanding balance, etc. This information could be used to calculate actual versus projected payments. Ability to generate reports on average month 13.13 payments versus YTD average monthly Comply Core Delivered payments 15 of 15