SLED Opportunity · FLORIDA · CITY OF HIALEAH, FL
AI Summary
The City of Hialeah, FL seeks proposals for comprehensive medical benefits consulting and brokerage services. The contract includes actuarial, legal, and benefits program management to support cost-effective, compliant employee and retiree benefits. Firms must have 8+ years experience and provide references from similar government accounts. Proposal due by April 21, 2026.
The City of Hialeah (“the City”) is seeking proposals from qualified firms providing comprehensive benefits brokerage and consulting services. The City is committed to providing comprehensive, high-quality, and cost-effective benefit plans and programs that provide optimum value to the City, its employees, and its retirees. The City intends to establish a contract with a consulting firm that provides both direct and integrated actuarial and legal services, providing the expertise and seamless coordination necessary to support a strategic, methodical, and outcome-based approach for the continued development and forecasting of the City’s medical, dental, vision, life and disability, flexible spending accounts, voluntary insurance benefits, while maintaining State and Federal regulatory guidelines.
The selected firm will assist in designing, implementing, and managing competitive, cost-effective benefits programs that align with the City’s organizational goals, enhance employee satisfaction, and comply with regulatory requirements. The goal is to establish a strategic partnership with a benefits consulting firm that can provide the expertise, resources, and innovative solutions necessary to meet the City’s benefits management needs. Services will primarily be performed off-site.
Section 2.30 BID BOND/BID SECURITY/BID DEPOSIT:
Section removed
Section 2.31 PERFORMANCE AND PAYMENT BOND:
Section removed
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Question Submission Deadline extended.
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Proposal submission deadline has been extended.
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| Proposer | Proposed Annual Price | Calculation | Points Awarded |
| Firm A | $60,000 (Lowest) | (60,000 / 60,000) x 15 | 15.00 |
| Firm B | $75,000 | (60,000 / 75,000) x 15 | 12.00 |
| Firm C | $90,000 | (60,000 / 90,000) x 15 | 10.00 |
Each Respondent shall submit a letter of intent, which shall be signed by an authorized officer of the company or other Person authorized to bind the Respondent to the terms presented in its Response. The letter of intent must expressly state that the Respondent will provide the services requested in the Solicitation, in compliance with the terms in the Agreement, for the prices submitted with the Response.
Please download the below documents, complete and have notarized.
Please download the below documents, complete and have notarized.
Please download the below documents, complete, and upload.
Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.
Please download the below documents, complete and have notarized.
Please download the below documents, complete and have notarized.
Please download the below documents, complete and have notarized.
Please download the below documents, complete and have notarized.
Please download the below documents, complete and have notarized.
Please download the below documents, complete and have notarized.
Please download the below documents, complete and have notarized.
If yes, please download the below documents, complete, and upload completed.
If no, please download the form and upload blank.
Please download the below documents, complete, and upload.
Please download the below documents, complete and have notarized.
The Bidder shall complete and submit the Bid Bond Form. AN ORIGINAL COPY OF THE BOND MUST BE RECEIVED PRIOR TO THE CLOSING DATE OF THE SOLICITATION IN ORDER FOR YOUR SUBMITTAL TO BE CONSIDERED RESPONSIVE. The bond must be delivered DIRECTLY to the Purchasing Division Office located at 501 Palm Avenue, 4th Floor, Hialeah, FL 33010. The office is open during normal business hours M-F 8:30 am-5 pm (excluding city-recognized Holidays).
Please download the below documents, complete and have notarized.
To establish responsibility the Respondent cannot have one (1) or more of the following circumstances.
A. Have a member, principal, officer, or stockholder who is in arrears or in default of any debt or contract involving the City, is not a debtor or in default to the City ; or is not a , guarantor, maker, or surety upon any obligation to the City, and/or has failed to perform faithfully any contract with the City; or
B. Have any record of any pending lawsuit(s) or unsatisfied civil judgments against the Respondent or conviction(s) of criminal acts including, without limitation, any crimes involving fraud or moral turpitude, fraud, deceit, or have ever been declared bankrupt or had a receiver appointed over their property or been the subject of an assignment for the be benefit of creditors in the past seven (7) years.
C. Be on the convicted vendor list per “Public Entity Crimes”, Section 287.133, Fla. Stat and/or the Discriminatory Vendor List”, Section 287.134, Fla. Stat. or.
D. Have been debarred within the past seven (7) years by any public agency in Florida
These findings of responsibility will apply jointly and severally to the Respondent as a business entity and to a member, principal, officer, or stockholder of the Respondent.
RESPONDENT MEETS ONE (1) OR MORE OF THE FOLLOWING CIRCUMSTANCES.
If YES to the Litigation and Debarments question, please disclose within this text window. Failure to disclose any circumstances listed above shall result in a response being deemed NON-RESPONSIVE.
If NO to the Litigation and Debarments question, please label this section as N/A".
Each Respondent must confirm that the Respondent does not violate any of the following conflicts of interest provisions:
(a) To the best of its knowledge, no officer, director, agent, or employee of the Respondent, or any relative of an officer, director, agent, or employee of the Respondent, is also an employee of the City.
(b) To the best of its knowledge, no City employee owns, directly or indirectly, an interest of five percent (5%) or more in the Respondent’s firm or any of its subsidiaries or affiliates.
(c) The Respondent does not directly or indirectly own or have a financial interest in more than ten percent (10%) of any other Respondent, regardless of whether such ownership is direct or through a parent, subsidiary, affiliate, other agreement or arrangement, or holding company of any other business entity.
Each Respondent shall list and describe any professional or financial relationship that it has or had with the City, its elected or appointed officials, any employees or agents, or any of its agencies or component units, during the past five (5) years (i.e., since January 1, 2019), together with a statement explaining why each relationship do not constitute a conflict of interest relative to the services sought in this RFP. The
Respondent shall have an ongoing obligation to give the Purchasing Division Director prompt written notice of any other professional or financial relationships that it enters into with the City, its elected or appointed officials, its employees or agents, or any of its agencies or component units before the Agreement is executed.
Each Respondent must list all relationships that present potential, actual, or perceived conflicts of interest in connection with the Respondent’s potential work under this Solicitation. Concerning each such conflict, please provide a brief explanation of the facts and issues involved in the potential conflict. If the Respondent is not aware of any potential conflict, the Respondent should state there are no such conflicts expressly.
Each Respondent must identify all persons that are involved with this Solicitation on behalf of the Respondent. In addition to the representatives previously addressed by the Respondent in their response to this Solicitation, please identify the names of any person serving as the Respondent’s lawyer, lobbyist, or public relations representative with regard to this Solicitation. The Respondent also must promptly notify the City Clerk in writing if any person is added to this list after the submittal of the Proposal.
If the Respondent is participating in any discussions concerning a merger, acquisition, partnership, or assignment of the Agreement, please identify the other person(s) that may be participating in the work performed under the Agreement.
RESPONDENT MEETS ONE (1) OR MORE OF THE FOLLOWING CIRCUMSTANCES.
If YES to the Conflicts of Interest and Ethics question, please disclose within this text window. Failure to disclose any circumstances listed above shall result in a response being deemed NON-RESPONSIVE.
If NO to the Conflicts of Interest and Ethics question, please label this section as N/A".
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
The Contractor must certify that they have the financial capacity to complete the project. It is required that the Contractor download, complete, and submit attached form FDOT form # 525-101-46.
Bidder must download FDOT form #375-030-33 and FDOT form #375-030-034d, complete, and upload.
Please download the non-collusion declaration and compliance with 49 CFR §29.110(a) form, complete, and upload.
Please download the vendor eligibility check prior to contract award form, complete, and upload.
To establish responsibility each Respondent must provide information demonstrating that the Respondent will be able to dedicate sufficient capable personnel, inventory, materials, equipment, and other resources to perform the work required under the Agreement. Each Respondent must identify and describe the resources it has available to serve the City.
To establish responsibility each Respondent shall submit proof that a Respondent is a Person who is licensed or authorized to provide the comprehensive benefits brokerage and consulting services as described in this Solicitation and is licensed to do business in the State of Florida and in “Good” standing.
A. Proposers must provide information about their firm so that the City can evaluate the Proposers’ stability and ability to support the commitments set forth in the Proposal. Include all experience that the proposer deems relevant to the Scope of Services described in this solicitation. The following information should be included in this section:
B. Identify the supervisory and management staff who will be assigned to the relationship and indicate whether each holds any certifications and licenses applicable to the proposed scope of work. Provide resumes for each person.
C. Submit a signed declaration affirming their objectivity and impartiality in delivering advice and services. This declaration must confirm that any existing relationships, interests, or affiliations with insurance carriers or their subsidiaries will not influence the proposer’s recommendations or service delivery.
D. Provide a detailed description of the nature and status of any pending or completed litigation, claims made, contract disputes, or defaults and liens arising regarding your company’s performance of any services or current or former members of your firm arising (during the tenure at your firm) within the last three years prior to the Due Date of this RFP. If Subcontractors or Subconsultants are utilized, provide similar information for the Subcontractors/Subconsultants.
E. It is the City’s preference to partner with a firm that has employees on staff providing the scope of work to enable direct communication, seamless coordination, and reduced risk of service gaps. If the Proposer is proposing to use a Subcontractor/Subconsultant on this Project, please provide background information on the Subcontractor/Subconsultant Provider relationship with the firm, and the specific Services and/or products that the Subcontractor/Subconsultant will be providing, in relation to the scope of work. A complete list of Subcontractors/Subconsultants is required. The City has the right to approve all Subcontractors/Subconsultants of the Provider at any time and receive copies of any agreements or contracts with the Subcontractor/Subconsultant. Service Providers and their Subcontractors/Subconsultants are expected to also act as fiduciaries of the City.
F. Respondent must hold an active, certified Florida Department of Financial Services Agency license.
G. Respondent must have eight (8) years of continuous experience providing benefits brokerage and consulting services.
H. Respondent must submit proof they are an active corporation or other incorporated business entity (e.g., LLC, etc.) in the State of Florida.
I. Respondent must submit a valid Business Tax Receipt (BTR).
J. Respondent must provide proof that it has completed at least five (5) completed benefits brokerage and consulting services contracts, and with at least three (3) in municipal or government accounts of similar size, nature, and complexity.
K. Respondent must provide five (5) references in the response section of this solicitation.
A. Provide a description of the services that will be delivered, along with the approach to meeting the project goals and deadlines. Outline how the team will ensure the timely and effective delivery of services, while maintaining high-quality standards throughout the process.
B. Provide details on the approach utilized to support the RFP process from beginning to end, including key steps, timelines, strategies for vendor communication and selection, and any tools or methodologies used to ensure a smooth and efficient process.
C. Provide specific examples of how the firm helped comparable municipalities achieve cost efficiencies with their self-insured insurance plans, enhance utilization of onsite employee clinics, and mitigate premium increases during challenging financial periods. These examples should highlight measurable outcomes and the strategies used to achieve them.
D. Demonstrate how your approach to service delivery facilitates a streamlined integration of benefits offerings while minimizing administrative complexity.
E. Detail the methodologies, tools, and processes you plan to employ, as well as any innovative techniques, that will enhance the City’s Benefits Program.
F. Highlight how the firm’s approach will ensure efficient communication and collaboration between your team, the City, and external providers, to create a cohesive and integrated benefits strategy.
G. Provide details on how the firm will not only manage the day-to-day aspects of the Benefits Program but also offer strategic guidance and education for long-term planning.
H. Describe how the firm will help the City navigate future challenges such as rising healthcare costs, regulatory changes, and demographic shifts, ensuring the sustainability of the benefits program while maximizing value for employees and retirees.
I. Provide an overview of how the firm will ensure employee understanding and engagement with the benefits programs. Include the approach to communication, education, and ongoing support for employees and retirees, ensuring they fully leverage their benefits and understand how to access available resources.
J. Describe the technology platforms or tools that will be utilized to ensure real-time access to benefits data, reporting, and analytics. Provide examples and samples.
K. Provide details of any additional platforms or services that will be beneficial to the City’s benefit programs.
Each Respondent must include a description of the systematic approach and actions to be taken to provide the services requested under the RFP. This systematic approach must describe, at a minimum, the established procedure and Respondent’s capability to follow all applicable rules and maintain a safe work environment from which the Respondent will perform the services pursuant to the requirements of the Agreement.
A. Submit specific examples of the firm’s experience managing self-funded medical and dental plans. Include case studies or project descriptions that highlight the approach, outcomes achieved, and any challenges overcome. Demonstrate the firm’s ability to manage the complexities and compliance requirements of self-funded plans while controlling costs and maximizing value.
B. Provide examples of the firm’s experience with implementing or managing onsite employee health and wellness centers. Include details on the services provided, how the centers integrate with the overall benefits strategy, and any measurable outcomes related to employee engagement, health improvements, and cost reductions.
C. Provide any other examples of your firm’s success in delivering comprehensive, integrated benefits services, particularly in the public sector.
D. Explain the quality and quantity of resources, including staff/personnel, that will be assigned to the relationship. Highlight qualifications, relevant experience, and how their expertise will ensure successful execution.
E. Describe your firm’s ability to offer integrated services, ensuring a coordinated and efficient approach to benefits administration.
F. Provide examples of other public entities, similar in size, scope, and Benefits Program model, supported by the firm.
To establish responsibility each Respondent must submit proof that it has completed a minimum of five (5) contracts within the last eight (8) years, in which the Respondent provided Florida cities, counties or other Florida governmental agencies medical consulting and brokerage services, and with at least three (3) in municipal or government accounts of similar size, nature, and complexity to the City of Hialeah.
Do not include references from the City of Hialeah.
For each such contract, the Respondent must provide the following information:
Name telephone number and email address for your client's contact person or representative for each contract.
A narrative description of the services performed.
To establish responsibility each Respondent must submit proof that it has completed a minimum of five (5) contracts within the last eight (8) years, in which the Respondent provided Florida cities, counties or other Florida governmental agencies medical consulting and brokerage services, and with at least three (3) in municipal or government accounts of similar size, nature, and complexity to the City of Hialeah.
Do not include references from the City of Hialeah.
For each such contract, the Respondent must provide the following information:
Name telephone number and email address for your client's contact person or representative for each contract.
A narrative description of the services performed.
To establish responsibility each Respondent must submit proof that it has completed a minimum of five (5) contracts within the last eight (8) years, in which the Respondent provided Florida cities, counties or other Florida governmental agencies medical consulting and brokerage services, and with at least three (3) in municipal or government accounts of similar size, nature, and complexity to the City of Hialeah.
Do not include references from the City of Hialeah.
For each such contract, the Respondent must provide the following information:
Name telephone number and email address for your client's contact person or representative for each contract.
A narrative description of the services performed.
Each Response must be accompanied by a list of five (5) references, which shall include the name of the company, dates of contract, description of the completed work or goods supplied, a contact person and the current telephone number. Each reference may be either public or private entities, but must be distinct and cannot be duplicated. Do not include references from the City of Hialeah, and please. NO RESPONSE WILL BE CONSIDERED WITHOUT THIS WRITTEN LIST OF REFERENCES. IT WILL BE DEEMED NON-RESPONSIVE.
Each Response must be accompanied by a list of five (5) references, which shall include the name of the company, dates of contract, description of the completed work or goods supplied, a contact person and the current telephone number. Each reference may be either public or private entities, but must be distinct and cannot be duplicated. Do not include references from the City of Hialeah, and please. NO RESPONSE WILL BE CONSIDERED WITHOUT THIS WRITTEN LIST OF REFERENCES. IT WILL BE DEEMED NON-RESPONSIVE
Each Response must be accompanied by a list of five (5) references, which shall include the name of the company, dates of contract, description of the completed work or goods supplied, a contact person and the current telephone number. Each reference may be either public or private entities, but must be distinct and cannot be duplicated. Do not include references from the City of Hialeah, and please. NO RESPONSE WILL BE CONSIDERED WITHOUT THIS WRITTEN LIST OF REFERENCES. IT WILL BE DEEMED NON-RESPONSIVE
Each Response must be accompanied by a list of five (5) references, which shall include the name of the company, dates of contract, description of the completed work or goods supplied, a contact person and the current telephone number. Each reference may be either public or private entities, but must be distinct and cannot be duplicated. Do not include references from the City of Hialeah, and please. NO RESPONSE WILL BE CONSIDERED WITHOUT THIS WRITTEN LIST OF REFERENCES. IT WILL BE DEEMED NON-RESPONSIVE
Each Response must be accompanied by a list of five (5) references, which shall include the name of the company, dates of contract, description of the completed work or goods supplied, a contact person and the current telephone number. Each reference may be either public or private entities, but must be distinct and cannot be duplicated. Do not include references from the City of Hialeah, and please. NO RESPONSE WILL BE CONSIDERED WITHOUT THIS WRITTEN LIST OF REFERENCES. IT WILL BE DEEMED NON-RESPONSIVE
By submitting their response and price proposal, the respondent certifies they have followed all solicitation rules and are making a legally binding offer to accept any resulting award.
The Respondent certifies that this response and price proposal is submitted in accordance with the solicitation specifications and conditions governing this Solicitation, and that the Respondent will accept any award(s) made to them as a result of this Solicitation.
This confirmation constitutes the unequivocal offer of the Respondent to be bound by the terms of its response and price proposal.
Criteria may include but are not limited to:
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If no account has been designated, please see OMB. Be as detailed as possible when describing the funding source.
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Note: A self-performance requirement sets a minimum percentage of work that the contractor must complete in this project rather than utilize subcontractors.
A completion estimate is important for solicitation projects because it is crucial for both the companies bidding on the project and the organization soliciting the bids.
For bidders, the estimate is the foundation of their proposal, allowing them to:
For project owners, the estimate helps them to:
Q (No subject): Can you please let us know is the actual compensation based on commission paid by the carriers or is it a consulting agreement paid by The City?
A: The City intends to structure compensation under this RFP as a flat consulting fee paid directly by the City, rather than commissions paid by insurance carriers.
Q (No subject): Please indicate the actual compensation being paid to the agent/agency?
A: The City intends to structure compensation under this RFP as a flat consulting fee paid directly by the City, rather than commissions paid by insurance carriers.
Q (Actuarial Responsibility & Credentials): Can the City clarify whether the selected firm is expected to serve as the actuary of record, including signing actuarial certifications and filings, or if the role is limited to coordinating and validating third-party actuarial services?
A: Yes, the selected firm is expected to provide actuarial analysis support as part of its services, including health budget analysis and quarterly actuarial review of claims. While the City retains an independent actuary for formal certifications and filings, the Health Insurance Broker/Consultant will play an active role in performing actuarial-level analysis related to the City’s health plan
Q (Legal Services Scope & Liability): Does the City expect the selected firm to provide licensed legal counsel and assume liability for compliance interpretations, or is the expectation limited to advisory support with the ability to engage external counsel?
A: The City has a Law Department and any legal interpretation are handled inhouse.
Q (Data Access & Integrity): Will the City provide complete access to medical, pharmacy, and stop-loss claims data (including large claims and rebate data), and are there any limitations on data use, ownership, or sharing with vendors?
A: Access to data, including large claims and rebate information, will be coordinated through the City and its carriers, third-party administrators, and pharmacy benefit managers. Certain limitations may apply based on contractual obligations and regulatory requirements, including but not limited to HIPAA and data use agreements. All data provided remains the property of the City. The selected firm will be permitted to use such data solely for purposes related to the services under this agreement and may not disclose or share the data with third parties without the City’s prior written consent. The selected firm will be required to maintain appropriate safeguards to ensure the confidentiality, integrity, and security of all data in compliance with applicable laws and industry standards.
Q (Onsite Clinic Financial Integration): How are the costs and utilization of the onsite Health & Wellness Center accounted for, are they included in the health plan financials or tracked separately and what data is available to evaluate its impact?
A: The City’s onsite Health & Wellness Center is tracked separately from the core health plan financials; however, its utilization and cost impact are evaluated in conjunction with the overall health program. Direct operating costs of the onsite center (staffing, services, and administration) are accounted for outside of the medical and pharmacy claims experience. However, services provided through the center may reduce claims within the health plan and therefore are considered as part of the City’s overall cost-containment strategy.
Q (Stop-Loss & Risk Strategy Baseline): Can the City provide current Stop-Loss structure details (Specific and Aggregate levels) and clarify its strategic direction regarding risk tolerance and self-funding going forward?
A: The city currently maintains stop-loss coverage for its self-funded health plan, including both specific and aggregate stop-loss protections. Detailed information regarding current attachment points, premiums, and contract terms will be made available to the selected firm during the implementation phase or upon execution of appropriate confidentiality agreements.
Q (Fiduciary Expectations & Conflict Management): Can the City define the fiduciary expectations of the selected firm, particularly how it expects the firm to balance fiduciary duties with carrier relationships and any compensation structures?
A: The City requires the Health Insurance Broker to act in a fiduciary capacity, prioritizing the City’s best interests above all carrier or vendor relationships. The broker must provide objective, data-driven recommendations and fully disclose all forms of compensation. The broker is expected to conduct transparent and competitive market evaluations, without steering decisions based on financial incentives. Additionally, the broker must align with the City’s self-funded strategy by focusing on cost containment, transparency, and long-term financial sustainability.
Q (No subject): Good morning. Thank you for the opportunity and consideration. With respect to the Bid Bond, please provide clarification on how to determine the correct amount and that no monies referenced in the Bid Bond section are due the City when the Bond is provided.
A: Please see Addendum No. 1. Bid Bond is not required for this solicitation.
Q (Eligibility and Open Enrollment): What system is currently used by the City to manage eligibility?
A: The City currently used a Third-party company that house all data for health insurance.
Q (Measurement Period Affordable Care Act): Of the 266 Part Time employees, what tools or system is the City currently using to track any variable hour employees whose hours may go over 30 hours a week? Tracking specifically the measurement and stability period to determine eligibility?
A: Good afternoon - the City utilizes Workday (ERP system) and employees are placed in different family groups. One of them being "part timers" and we have reports we utilize.
Q (No subject): Question 1 – Existing Benefits Consulting Contract Please provide a copy of the City’s current Benefit Consulting Services contract, including all amendments, exhibits, or addenda. If the contract cannot be released, please provide the following information: a. A detailed outline of the current consultant’s scope of services, including any services provided outside of the core benefits consulting scope. b. The current compensation structure, specifying whether compensation is provided via: • Flat fee(s), • Hourly rates, and/or • Commissions or other indirect compensation. c. If compensation includes flat fees, please provide the annual fee by line of coverage. d. If compensation includes commissions or other indirect compensation, please provide: • Commission rates (percentage) by line of coverage, and • Estimated annual premium amounts by line of coverage on which such commissions are calculated. e. Please confirm whether the current consultant pays for or subsidizes any services on behalf of the City (e.g., COBRA administration, retiree billing, enrollment technology such as Employee Navigator or similar platforms). If so, please identify each service and the estimated annual cost for each. ________________________________________ Question 2 – Retiree Enrollment in Group Medical Benefits The RFP references retirees. Please clarify: a. How many retirees are currently enrolled in group medical benefits?; and b. Whether retirees are included in the referenced participant counts, or if those counts reflect eligibility only. ________________________________________ Question 3 – Funding Responsibility for Wellness and Special Programs Please clarify who is financially responsible for the cost of the following programs and benefits offered to participants and members (City, the City’s current consultant, or a third party): a. Wellness incentive programs b. Mental health and substance abuse programs (including EAP) c. Fire cancer or similar specialty benefit programs d. Any other non core benefits funded by the City For each program identified, please provide the current estimated annual cost. ________________________________________ Question 4 – Enrollment Administration and Systems Please describe how the City currently handles benefit enrollment, including new hires, open enrollment, and qualifying life events. If an enrollment or benefits administration system is currently being used, please provide: a. Name of the enrollment/benefits administration system b. Name of the finance, payroll, and/or HRIS system integrated with benefits administration (if applicable) c. Confirmation of who pays for the system (City, City’s current consultant, or other) d. The estimated annual cost of the system ________________________________________ Question 5 – Additional Lines of Coverage Included in Consultant Responsibilities Beyond medical, pharmacy, and clinic services, please confirm all additional lines of coverage for which the awarded Consultant will be responsible under this RFP, including but not limited to: • Life and AD&D • Disability (if applicable) • Voluntary/worksite benefits • Retiree medical plans (pre 65 and Medicare) ________________________________________ Question 6 – COBRA, Retiree Administration, and Retiree Billing Please identify: a. Who currently administers COBRA services for the City?; b. Who currently handles retiree benefits administration and retiree billing?; and c. Whether these services are performed internally, by the current consultant, or by a third‑party administrator. ------------------------------------------------- Question 7 – A.C.A. 1094/1095-C Reporting Please identify the vendor currently responsible for preparing and filing the City’s ACA 1094-C and 1095-C reporting. Please confirm who funds this service (the City’s current consultant or a third-party administrator.
A: Question 1 – Existing Benefits Consulting Contract Please provide a copy of the City’s current Benefit Consulting Services contract, including all amendments, exhibits, or addenda. If the contract cannot be released, please provide the following information: a. A detailed outline of the current consultant’s scope of services, including any services provided outside of the core benefits consulting scope - (None) b. The current compensation structure, specifying whether compensation is provided via: - (This information is provided in the RFP) • Flat fee(s), • Hourly rates, and/or • Commissions or other indirect compensation. c. If compensation includes flat fees, please provide the annual fee by line of coverage. - (This section is to be completed by the proposer) d. If compensation includes commissions or other indirect compensation, please provide: • Commission rates (percentage) by line of coverage, and • Estimated annual premium amounts by line of coverage on which such commissions are calculated. (These questions are included to require full disclosure of broker compensation, including both direct fees and indirect commissions. Proposers must provide this information so the City can evaluate total compensation, ensure transparency, and identify any potential conflicts of interest) e. Please confirm whether the current consultant pays for or subsidizes any services on behalf of the City (e.g., COBRA administration, retiree billing, enrollment technology such as Employee Navigator or similar platforms). - (N/A) If so, please identify each service and the estimated annual cost for each. - (N/A) ________________________________________ Question 2 – Retiree Enrollment in Group Medical Benefits The RFP references retirees. Please clarify: a. How many retirees are currently enrolled in group medical benefits? - (Around 1,370) b. Whether retirees are included in the referenced participant counts, or if those counts reflect eligibility only. - (No) ________________________________________ Question 3 – Funding Responsibility for Wellness and Special Programs Please clarify who is financially responsible for the cost of the following programs and benefits offered to participants and members (City, the City’s current consultant, or a third party): a. Wellness incentive programs - (Third party - Health Carriers / Management by Wellness Manager) b. Mental health and substance abuse programs (including EAP) - (City - Internal) c. Fire cancer or similar specialty benefit programs - (City & IAFF Trust Health Insurance) d. Any other non core benefits funded by the City - (None) For each program identified, please provide the current estimated annual cost. - (N/A) ________________________________________ Question 4 – Enrollment Administration and Systems Please describe how the City currently handles benefit enrollment, including new hires, open enrollment, and qualifying life events. If an enrollment or benefits administration system is currently being used, please provide: a. Name of the enrollment/benefits administration system - (Third party) b. Name of the finance, payroll, and/or HRIS system integrated with benefits administration (if applicable) - (City – Workday system) c. Confirmation of who pays for the system (City, City’s current consultant, or other) - (Health Carriers Third-Party) & (City pay – Workday system) d. The estimated annual cost of the system - (N/A) ________________________________________ Question 5 – Additional Lines of Coverage Included in Consultant Responsibilities Beyond medical, pharmacy, and clinic services, please confirm all additional lines of coverage for which the awarded Consultant will be responsible under this RFP, including but not limited to: • Life and AD&D - (N/A) • Disability (if applicable) - (N/A) • Voluntary/worksite benefits - (Yes) • Retiree medical plans (pre 65 and Medicare) - (Yes) ________________________________________ Question 6 – COBRA, Retiree Administration, and Retiree Billing Please identify: a. Who currently administers COBRA services for the City?; (Third-party) b. Who currently handles retiree benefits administration and retiree billing?; and (City and Third-party) c. Whether these services are performed internally, by the current consultant, or by a third‑party administrator. (See above) ------------------------------------------------- Question 7 – A.C.A. 1094/1095-C Reporting Please identify the vendor currently responsible for preparing and filing the City’s ACA 1094-C and 1095-C reporting. - (Third-party) Please confirm who funds this service (the City’s current consultant or a third-party administrator. - (City)
Q (Due Date extension ): Will the City be extending the due date for this RFP?
A: Please see addendum No. 3
Q (No subject): Upon award of this agreement and for only up to 2 years after, we shall maintain all professional insurance coverage limits at our own expense. Meaning that after 2 years of agreement sunset, we shall no longer name clients as additional insured. Is this acceptable to the City?
A: Good day - Professional insurance coverage is required at all times. The term of the agreement may be the reference to initial 2 years.
Q (No subject): If the situation arose where there are ongoing negotiations or cancellations regarding renewals of our insurance coverages or limits, coverage for clients shall always remain in place with no gap of coverage. Is this acceptable to the City?
A: No gap in coverage
Q (No subject): Can the City allow for the indemnification to be limited to grossly negligent acts and omissions, breaches of the contract, intentional misconduct, or violations of law?
A: There are certain insurance requirements as set forth in the RFP that must be followed.
Q (No subject): Will the City allow a cap to be placed on the indemnification provision; what is the cap allowed?
A: Insurance requirements as set forth in the RFP.
Q (No subject): How are benefit communications (benefit guide, flyers, etc.) funded and distributed at the City?
A: The vendor shares the benefit plan information and the City shares it via email to all employees. The City may also print for certain employees. However, best practice is for the vendor to provide the benefit plan booklet as part of the process.
Q (No subject): How is COBRA currently being administered and managed?
A: COBRA is currently being administered by another vendor.
Q (No subject): How does the City develop and manage wellness programs?
A: The City utilizes the wellness monies received for various programs -- new gym equipment, screening tests, vitamin b complex shots/B12 shots, zumba classes, etc.
Q (No subject): If the City manages health fairs for the employees, how does the City organize and fund them?
A: Yes the City organizes the health fairs for employees with the assistance of the medical providers and wellness monies is utilized.
Q (No subject): How is open enrollment currently being managed?
A: Dates are scheduled for the open enrollment period. There are in person events, and over the phone.
Q (No subject): With regards to project references, what is deemed proof?
A: The firm's response on Section 6 - Solicitation Response - Sections 7-11 References is considered proof.
Q (No subject): As Gallagher is not a law firm, we are not able to provide legal opinions, we can outsource this if necessary – is this acceptable to the City?
A: The City has e legal department to provide advice on legal matters.
Q (Signature types): Will the required signatures on the documents in section 6 need to be wet signatures or will digital signatures suffice?
A: Digital signatures will suffice.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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