Employee Benefits Brokerage and Consulting Services

The Vendor is required to provide employee benefits brokerage and consulting services.
- The city’s benefits consultant and broker of record, providing strategic advisory, market access, compliance support, and ongoing plan management services to support the city’s employee and retiree benefits programs listed:
•    Medical
•    Prescription Drug Coverage
•    Dental
•    Vision
•    Basic and Voluntary Life Insurance & Accidental Death & Dismemberment (AD&D)
•    Short-Term and Long-Term Disability
•    Supplemental/Voluntary Benefits
•    Employee Assistance Program (EAP)
•    HSA, HRA, and FSA Administration
- Objectives
•    Controlling and forecasting benefit costs
•    Ensuring compliance with applicable federal and state laws
•    Supporting employee understanding and engagement with benefit programs
•    Providing data-driven analysis to support decision-making
•    Assisting the City in evaluating benefit plan design alternatives and vendors
•    Providing responsive, professional ongoing service
- Program Management and Strategic Planning
•    Collaborate with City staff to develop an annual service plan and timeline
•    Assist in defining short-term and long-term benefits strategy and objectives
•    Review prior year performance and identify improvement opportunities
•    Benchmark benefit plans against comparable public-sector employers
•    Provide recommendations related to plan design, funding approaches, and contribution strategies
•    Support multi-year strategic planning and forecasting initiatives in line with the City Strategic Plan
- Plan Review, Analysis, and Financial Reporting
•    Periodic review of claims and utilization data
•    Cost and trend analysis for medical, pharmacy, and ancillary benefits
•    Renewal projections and budget forecasting
•    Identification of cost drivers and potential mitigation strategies
•    Assistance with stop-loss analysis, evaluate stop-loss coverage levels and attachment points
•    Provide recommendations regarding self-funded versus fully insured structures
•    Development of financial summaries and executive-level reporting dashboards
•    May present recommendations to City management and/or City Commission in person as requested.
- Marketing, Carrier Negotiations, and Renewals
•    Develop and manage the annual benefits renewal strategy and timeline
•    Conduct competitive marketing of benefit programs
•    Develop detailed RFP specifications and evaluation criteria
•    Prepare and distribute requests for proposal or quotation to carriers and vendors
•    Coordinate all carrier and vendor communications, including clarification of questions
•    Analyze carrier and vendor proposals and provide comprehensive comparative evaluations
•    Prepare written recommendations based on cost, plan design, administrative capabilities, and service performance
•    Support the City throughout the vendor selection process
•    Negotiate pricing, plan terms, administrative provisions, and service agreements
•    Assist with vendor contract negotiations and renewals
•    Provide oversight and coordination during the implementation of new carriers or benefit programs
•    Ensure smooth transition of administrative processes, member enrollment, and vendor integration
- Employee Communication and Education
•    Developing enrollment communication materials
•    Supporting employee meetings, orientations, in-person or virtual education sessions
•    Providing educational tools to assist employees in understanding benefit options
•    Coordinating enrollment support during annual and special enrollment periods
•    Supporting ongoing employee inquiries through designated service channels
•    Assist with billing reconciliation and eligibility audits
•    Provide ongoing administrative support to Human Resources staff
- Vendor Management and Ongoing Service
•    Serve as a liaison between the City and benefit vendors
•    Assist in resolving claims, billing, eligibility, and service issues
•    Monitor vendor performance and municipal service standards
•    Participate in periodic service review meetings
•    Provide responsive customer service to Human Resources staff and City Administration within defined response times.