Benefits Enrollment Services

The vendor required to provide benefits enrollment services for its employees.
- Voluntary products
•    Provide an annual review of all district supplemental products and make insurance coverage and carrier recommendations to maintain a competitive employee benefits program. 
•    State whether or not the offeror has access to products of multiple insurance carriers. 
•    Promote all aspects of the benefits program with equal emphasis on products and programs offered without preferential treatment and emphasis on programs and services approved by the district which may be offered by the offeror.
•    Process voluntary payroll deductions to the correct vendor on a semi-monthly basis. 
•    Maintain district approved errors and omissions insurance
- Enrollment – new employees – on going
•    Provide, at a minimum, one (1) counselor as needed on a year-round basis as requested by the district’s benefits department. 
•    Provide a virtual option 
•    Provide additional counselors as needed during peak enrollment times for the June, July and august new-hire season and the September and October annual enrollment period 
•    Provide a bi-lingual (english/Spanish) customer service call center for toll free telephone inquiries to include enrollment questions, claim filing assistance and general questions.
•    Provide training on how to use the state’s web-based tool, “my benefits”, when enrolling.
- Enrollment and training:
•    Conduct benefit orientation sessions and group meetings for all eligible new hires at the discretion of the district. 
•    Meet individually with eligible, newly hired employees throughout the year to explain the state, district, supplemental state retirement system, and supplemental retirement benefits. 
•    Receive notification and account for eligible new hires who attend orientation and document completion of the enrollment process. 
•    Assist employees with the completion of an automated, electronic enrollment process within thirty-one (31) days of hire. included in the process will be a combination of EIPs, EBS system, and vendor system. 
•    Exceptions may require regular forms. 
•    Provide district staff with all required employee enrollment documentation to establish the employee’s benefit file. 
•    Conduct supplemental employee benefit professional development throughout the year as requested by the district, by meeting with employees individually at their worksite to discuss their current enrolled benefits and to instruct them on how to use the state’s web-based tool, “my benefits”, as coordinated with the district’s benefits department. 
•    Support the district’s human resources department and help with individual employee benefit issues as needed (status changes, dependent certification issues, retirees, etc.). 
•    Provide ad hoc services as required by the district.
- Annual open enrollment (September through October 31st of each year)
•    Develop a schedule at each school for employee meetings 
•    Provide a virtual option. 
•    Meet individually with all benefit eligible employees at their work location to:
o    Explain state benefit program changes and what coverage can be added or dropped during the enrollment period.
o    Educate, demonstrate, and train employees on the use of the state, “my benefits”, web-based enrollment tool
•    Initiate all state benefit changes through “my benefits” 
•    Provide employee with a confirmed summary of change form created through “my benefits” 
•    If “my benefits” is not accessible, the successful offeror must have a backup, enrollment tool that complies with the state public employee benefit authority (peba) rules and guidelines. 
•    The tool must be able to produce a state enrollment form titled notice of election (NOE) form for the employee’s signature. 
•    Securely synchronize all enrollment data collected through vendor’s enrollment system nightly to a secure server.
•    Communicate district policies, procedures, or programs as related to benefits and as requested by district administration. 
•    Track the following information for employees see:
o    Date, time, duration of meeting b. whether or not the employee made any changes 
o    Change was made (“my benefits” or vendor system). 
o    Changes in the vendor system will be documented as to why the change was required. 
o    Voluntary supplemental changes.

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