Full Service Employee Benefits Broker Services

The vendor is required to provide full-service employee benefits broker to assist in the strategic planning, analysis, implementation, and ongoing management of the cities fully insured health benefits program.
- The broker will provide expert guidance to ensure the program meets organizational goals in terms of cost-effectiveness, compliance, and employee satisfaction.
- Administrative support
•    Provide a dedicated account manager team that offers excellent customer service and day-to-day support for the human resources team, as needed.
•    Maintain contracts, amendments and a complete list of policies, carriers, renewal dates, and rates.
- Benefit program services
•    Strategic planning and analysis
o    Annually evaluate plan performance including cost, utilization, and employee feedback.
o    Benchmark the plan against market standards and competitor offerings and alignment with budgeting cycle.
o    Recommend plan design modifications based on analysis of claims trends, workforce demographics, and cost-containment strategies.
•    Carrier management
o    Help the city find and evaluate new or replacement insurance providers, voluntary benefits, and administrative services as needed. Join in any meetings or discussions with these providers when necessary.
o    Liaise with insurance carriers to review and negotiate renewals and service agreements.
o    Conduct proposals if alternate carrier quotes are desired and present findings to the city selection committee.
o    Benchmark and evaluate carrier performance, including claims data and processing, network adequacy, and service responsiveness. This should, at minimum, include utilization, medical services, pharmacy.
•    Communication
o    Annually, help with open enrollment communication materials, including updating the digital benefits guide, reflecting changes for following year. Work with carriers to create narrated plan presentations, and in-person or virtual open enrollment presentations.
o    Provide day-to-day communication material updates for existing employees and new employees. Prepare and distribute, when requested, any communication component that supports benefit programming.
o    Help the city with the implementation and communication of new programs or benefits as well as changes to existing programs or benefits.
•    Compliance & regulatory support
o    Interpret contract language including all materials provided by vendors. Review all contracts and plan documents and advocate for changes as needed.
o    Provide a calendar of all compliance events with reminders, that the employer needs to complete.
o    Assist in preparation of any compliance filings or reviews.
o    Monitor regulatory updates, ensuring the plan remains compliant with all federal, state and local regulations, recommending any needed changes and assist with annual audit.
o    Help the city with HIPAA compliance issues and processes.
o    Work with the city attorney’s office on complex legal benefits issues.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: November 18, 2025