The Vendor is required to provide to assist the division with the administration of employee benefits enrollment and communication services.
- Enrollment services
• Provide and support automated employee benefit enrollment systems that include software programs that interface with the authority’s employee benefits services (EBS) system and the district's PeopleSoft payroll operating system.
• Must promote all aspects of the school benefits program with equal emphasis on products and programs offered without preferential treatment and/or emphasis on programs and/or services approved by the district which may be offered by the offeror.
• Provide, at a minimum, one (1) local counselor on a year-round basis and additional counselors as needed during peak enrollment times for new-hire and annual enrollment periods.
• School currently has approximately 6,500 full-time employees with 350 - 400 new hire events annually.
• Provide bi-lingual (English/Spanish) customer service call center for toll free telephone inquiries to include enrollment questions, claim filing assistance or general questions for voluntary benefits.
• Explain authority’s benefit program changes and what coverage can be added or dropped during the enrollment event.
• Assist employees with completion of an automated enrollment process within thirty-one (31) days of hire or during the annual enrollment period.
• Included in process will be a combination employee benefits services (EBS) system, vendor system (vs) and district's self-service system.
• Exceptions may require paper forms.
• Provide employee with a confirmed summary of change form created through the use of authority “my benefits" system.
• If "my benefits” is not accessible, the successful offeror must have a back-up, enrollment tool that complies with the state employee insurance program (EIP) rules and guidelines.
• The tool must be able to produce a state enrollment form titled notice of election (NOE) form for employee signature.
• Provide annual communication templates to notify employees of open enrollment options and how to schedule a meeting.
• Enrollment service must be offered at the employee’s discretion as in person at the employee’s place of work; at a mutually agreed upon location; in a virtual or telephone meeting.
• Provide an online appointment system allowing employees multiple days to schedule an enrollment meeting.
- Brokerage services
• Must act as broker of record for the district’s voluntary benefit plans.
• This includes making recommendations on voluntary benefits and responding to district requests for specific coverage types.
• Act as liaison between the district and voluntary benefits providers seeking to do business with school.
• Provide initial and annual review of district supplemental products and make insurance coverage and carrier recommendations to maintain a competitive employee benefits program
• State whether the offeror has access to products of multiple insurance carriers.
• Maintain a district approved certificate of insurance (COI) to cover errors and omissions.
• Must include current provider and premium information for school voluntary plans listed: hospital indemnity; accident; cancer; universal or whole life w/ long term care; short term disability, critical illness.
- Data/payroll process
• Assist with processing voluntary payroll deductions to the correct vendor on a semi-monthly basis.
• For each semi-monthly payroll offeror must provide a data file containing new enrollments, deduction changes, and deduction cancellations.
• This file can contain only changes for that payroll, or it can contain enrollment information for all employees.
• School will return a results file showing if the deduction enrollment was processed successfully or stating a reason the deduction could not be processed.
• Once the payroll is complete school will automated clearing house (ach) credit the offerors account for the total amount of deductions taken on a payroll.
• School will also provide a deduction register detailing the deductions taken to support the ach payment.
• School will not pay from or reconcile a bill sent from a vendor.
• School will provide census data for new hires and open enrollment periods in a mutually agreed upon format.
• Must develop and present a meeting schedule for the annual enrollment period.
• Must document employee meetings to include attendance, date, time, duration, and changes made.
• Provide the district with all paper-based enrollment forms (NOE’S) within 5 business days of employee signature.
• Use a survey tool to give each employee the opportunity to complete an anonymous, online survey evaluating his/her enrollment experience.
• Provide the district with a summary of enrollment activity and survey results.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: May 22, 2025