Employee Benefit Broker and Consulting Services

The vendor is required to provide employee benefit broker and consulting services for strategically planning, designing and negotiating the best coverage and cost for selective medical, life, disability and other voluntary programs.
- Include for service:
1. Analysis and reporting
• Evaluate existing coverage and identify cost-effective, innovative benefit strategies and plan designs.
• Support the development of short- and long-term strategic goals, including cost-saving projections.
• Deliver actionable insights through analysis of utilization, financial, statistical, and plan specific reports.
• Proactively monitor trends, provide alerts on significant changes, and recommend timely solutions.
• Maintain up-to-date comparison benchmarks of public and private sector benefits to assess competitiveness.
• Offer annual and future-year financial and performance projections, including employee contribution analyses.
• Prepare and present custom reports as requested (e.g., cost-benefit analysis, audits, forecasts, product evaluations).
• Track and evaluate provider performance against established metrics and guarantees.
• Maintain accurate records for all services and provide full documentation and supporting data to city officials.
• Submit quarterly reports for all benefit offerings; monthly reporting and meetings required for health insurance
2. Liaison and problem intervention
• Serve as the primary contact between the city, insurers, and service providers.
• Provide daily support on plan interpretation and employee and retiree inquiries, including transition support for retirees moving to medicare.
• Resolve billing, claims, and service issues; advocate for employees and retirees in disputes and service-related challenges.
• Attend and assist in meetings with staff, elected officials, and retirees as needed to support plan management.
• Act as the city’s advocate in appeals, arbitration, or legal matters related to benefits.
• Mitigate disruptions during plan or network changes.
• Lead all negotiations with providers concerning rates, benefit design, and special terms.
• Support annual open enrollment, including on-site presence at multiple locations and continued assistance throughout the year
3. Compliance
• Assist with ongoing plan administration and ensure compliance with state and federal laws.
• Provide training for city staff in regulatory changes and best practices.
• Share timely updates regarding new or revised legislation affecting benefits.
• Support audit and reporting processes to meet all mandatory requirements (e.g., aca, irs filings, notices).
• Develop employee communications related to open enrollment, wellness initiatives, qualifying events, and new hires.
4. Annual renewal process and evaluation (current plan year is 01/01-12/31)
• Deliver an annual report reviewing current plans and market conditions, with recommendations for renewal strategy.
• Formulate annual and multi-year benefits strategies that account for trends, legislative changes, and market forecasts.
• Recommend changes to plan design, benefit levels, contribution structures, and funding options to ensure cost-effectiveness and quality.
• Analyze and advise on renewal rates, budget estimates, and reserve requirements.
• Conduct market research and vendor evaluations to ensure the city receives competitive rates and service.
• Prepare bid specifications, analyze proposals, and lead rate negotiations with carriers.
• Support all aspects of the annual open enrollment process, including communication and coordination.
• Participate in and assist with the employee benefits fair and all related events.
5. Other service requirements
• Assist with developing and maintaining an employee wellness program to enhance health and reduce costs, including finding wellness companies for the city to contract with.
• Recommend and support implementation of online benefits tools for enrollment and education.
• Enhance benefits communications with customized materials (e.g., brochures, summaries, handbooks, id cards).
• Provide research, guidance, and timely responses to technical benefits questions.
• Offer insights on trends, financial management, cost containment, and process improvements.
• Share access to industry survey data and best practices.
• Conduct employee and retiree satisfaction surveys and help evaluate results.
• Collaborate with other consultants and city staff as needed.
• Oversee and manage plan transitions to minimize disruption.
• Assess current administrative processes and recommend improvements.
• Support implementation and communication of new or updated programs throughout the plan year, including presentations and meeting participation.
- Mandatory Pre-Bid Meeting Date: May 15, 2025