The vendor is required to provide health and wellness benefits consulting experience to provide consulting services and assist with administering employee benefits to employees.
- Include for services:
a. Extent of services:
• Strategic planning services.
• Merger and acquisition-related benefit integration and due diligence.
• Plan design and cost-sharing features, as well as delivery systems.
• Strategic funding planning alternatives and competitive development of premium cost-sharing options that compare with area municipal and county governing entities (self-funding, fully insured, minimum premium, etc.)
• Analysis of contribution strategies.
• Recommendations for renewal of benefit vendors.
• Proper vetting, such as accounting assessments, is required for all recommended vendors.
b. Compliance & regulatory support:
• Ensure benefits programs comply with federal, state, and local regulations (e.g., aca, ERISA, HIPPA, COBRA, FMLA)
• Advise on regulatory changes and the impact of benefits administration.
• Assist with policy documentation and reporting requirements.
• Update and house all relevant employee notices and distribute communications when required.
c. Vendor management and renewal support:
• Assists in the selection and negotiations of benefit providers.
• Experience, utilization, and trend analysis.
• Review vendor contracts to ensure cost-effectiveness and service quality.
• Projections and forecasting of renewal with plan design and modeling analysis.
• Solicitation and RFP if shopping the market for a more competitive renewal process. responsible for interfacing with carriers. analyzing all bid submittals.
• Presentation of proposal analysis for process.
• Carrier evaluation and underwriting review for renewals.
• Aggressive negotiations, including price guarantees and measurement.
• Benchmarking analysis against national norms and municipal trends in like communities.
• Client interviews for customer satisfaction with carriers responding to RFP.
d. Employee communications:
• Develop ongoing communication strategies to educate employees on available benefits.
• Develop and provide materials, workshops, and/or webinars on benefits utilization, claim resolution, and preventative care.
• Address employee inquiries and provide ongoing support.
• Develop and administer employee surveys regarding employee benefit programs, soliciting employee input on suggestions for additional benefits.
• Develop plan announcement letters, notices, and other communication pieces as needed.
• Provide meeting support to upper management and attend town council meetings if needed.
• Provide open enrollment benefit brochures, booklets, highlight sheets, webinars, or presentations. develop open enrollment meetings or presentations.
• Coordinate benefit statements.
• When possible, provide all materials listed above in Spanish or another foreign language as requested by the town.
• Provide a benefits enrollment platform as part of the service agreement.
• Investigate emerging technologies that provide a streamlined approach to employee engagement in wellness activities and programs.
- Executive benefits:
• Assess existing executive benefit plans and provide recommendations that align with organizational goals and objectives.
• Survey the executive team for suggestions on the benefits necessary to attract competent and experienced candidates for upper-level management in the town.
• Develop and implement an executive medical reimbursement plan.
- Services (FSA plan):
• Premium plan only (PPO) with medical reimbursement accounts.
• Dependent care reimbursement accounts.
• Develop strategic communication to enhance participation in the FSA plan.
• Annual audits of the plan administrators.
• Provides educational communication on how to utilize the FSA benefit.
- Ongoing support and monitoring:
• Conduct reviews to assess program effectiveness.
• Track emerging benefits trends and provide recommendations.
• Assist in annual benefits renewals and open enrollment processes.
• Maintain the benefits enrollment platform, which houses all records of employees’ benefits enrollment, beneficiary information, and employee notices for compliance purposes.
• Conduct annual benefit renewals and open enrollment processes
- Assumptions and dependencies:
• Access relevant company data and employee benefits records.
• Timely collaboration with HR and leadership teams.
• Active participation in meetings and decision-making processes.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: May 07, 2025