Employee Benefits Plans Broker Services

The Vendor is required to provide insurance brokerage firms to serve as Broker of Record for all employee benefit programs (excluding Medical and Retirement, both of which are contracted through agency).
- Providing a competitive and comprehensive benefits program that supports the health and well-being of its employees. With a workforce of approximately 2,190 benefit-eligible employees, the City offers a range of programs including medical, dental, vision, life insurance, disability coverage, and other related benefits.
- Program Review and Recommendations
•    Conduct a comprehensive review of all current benefit programs, including dental, vision, life, disability, critical illness, accident insurance, flexible spending accounts, and employee wellness programs.
•    Identify gaps, redundancies, and opportunities for improvement in coverage, cost, and administration.
•    Provide benchmarking analysis against comparable public agencies and industry standards.
•    Recommend innovative plan designs and funding strategies to optimize cost and coverage.
- Market Analysis and Carrier Negotiation
•    Develop and execute a marketing strategy to secure competitive proposals from carriers for all benefit programs.
•    Negotiate rates, terms, and conditions with insurers and vendors to achieve the most favorable outcomes for the City.
•    Ensure transparency in all fees, commissions, and administrative costs.
- Implementation and Renewal Management
•    A detailed description of the work Proposer will perform, showing Proposer’s understanding of the Services and its role.
•    Assist with the implementation of new benefit programs, including coordination with carriers and third-party administrators.
•    Manage annual renewals, providing timely rate projections and alternative options.
•    Support open enrollment activities, including drafting and distributing employee communications and materials.
- Compliance and Regulatory Support
•    Monitor and advise on compliance with federal, state, and local regulations, including ACA, COBRA, HIPAA, and other applicable laws.
•    Provide guidance on legislative changes and their impact on benefit programs.
•    Assist with reporting requirements such as GASB, FMLA, Medicare Part A, Part B, and Part D.
- Claims and Issue Resolution
•    Act as liaison between the City and carriers/third party administrators, to resolve claims disputes, billing errors, and eligibility issues.
•    Provide ongoing customer service support to City staff and benefit participants.
- Third-Party Administrator Coordination
•    Identify and negotiate services with qualified third-party administrators for benefit programs when appropriate.
- Reporting and Communication
•    Deliver regular reports on plan performance, utilization, and cost trends.
•    Provide market updates and recommendations for maintaining competitive benefits.
•    Attend meetings with City staff and committees as needed.
- Budgeting and Labor Relations Support
•    Provide cost projections and financial analysis to assist with budgeting and labor negotiations.
•    Offer actuarial support for GASB reporting and other financial compliance requirements.