The vendor is required to provide a full range of third-party benefits enrollment and management services related to the acquisition, implementation, maintenance, communication and improvement of the district employee benefits servicing an estimated 5,000 employees to include part-time, hourly, and substitutes.
• Coordinate the development, promotion and administration of the benefits and retirement programs for the district.
• The provider will be required to provide benefits counselors as needed at a remote location, to more efficiently process the enrollment of benefits for newly hired employees at no cost to the district.
• Meet with benefit eligible employees during our annual open enrollment to communicate all options, policies and procedures under the benefits program, retirement plans, and certain district-sponsored benefits.
• Act as broker of record for the district in connection with any voluntary insurance products underwritten by private insurance companies (excluding peba insurance and retirement programs).
• Assist the district in the design of proposed voluntary insurance plans by reviewing existing plans and proposing new insurance products offered or to be offered as a part of the benefits program at the district.
• Enroll, through an automated enrollment service (my benefits, EBS, or automated fillable notice of election), all employees electing to participate in the peba benefits and retirement programs.
• Ensure that all paper forms are completed properly, signed and submitted with the appropriate documentations.
• Follow-up with employees to ensure that decisions are made in a timely manner regarding enrollment or changes in the peba insurance and retirement programs.
• Provide deduction files in the approved format for the current payroll software system for new hire enrollment and annual open enrollment changes by designated dates to ensure accuracy of employee’s deductions, including optional life and SLTD changes-based age and salary.
• Responsible for providing an electronic import in the approved format to the payroll office for all voluntary insurance products offered by provider.
• Provide a customer service call center for telephone enrollments during open enrollment for employees that may include (i.e., virtual staff and employees out on medical leave), claims and questions.
• Provide a cost and benefit analysis for employees regarding insurance benefits that are offered as a part of the benefits program and the applicable premiums.
• Conduct employee surveys regarding satisfaction with benefits and retirement programs and employee needs for new products as requested by the district.
• Prior to the enrollment period, provider will conduct an open enrollment overview and training for benefit counselors that will be used in the district during the enrollment period.
• Provider will allow the benefits team/HR to meet the enrollment counselors before the enrollment period begins.
• Benefits team/HR reserves the right to remove any counselor that he feels does not meet the standards of the district at any time.
• Provider shall not offer services deemed undesirable by the district.
• All services will be discussed and agreed to by the district and the provider.
• Provider shall not offer any services without prior approval.
• Provider shall provide a database of information required for the district to send initial cobra notices to employees gaining coverage.
• Assist benefits team with providing 18-month cobra notification to employees.
• After the open enrollment period is complete, provider will provide written reports regarding the number of employees who made changes and what type of changes, and any surveys conducted during or after the open enrollment meeting.
• Provider will ensure communication to the employee is courteous and ensure the employee understands the benefits of the plan.
• Track the following information for employees: date, time duration of meeting whether the employee made any changes, how change was made (my benefits, or vendor system).
• Changes in the vendor system will be documented as why the change was required. voluntary, supplemental benefits changes.
• Provide information on employee benefit issues and trends, new legislation, and governmental mandates such as FMLA, consolidated omnibus budget reconciliation act, health insurance portability and accountability act of 1996, american disability act, affordable healthcare act, uniformed services employment and reemployment rights act, state public employee benefit authority federally mandated notice etc.
• Ensure employee deductions for voluntary products match the carrier premiums for each payroll cycle, assist with research discrepancies and ensure corrections are completed before next payroll.
• Provide a customized employee handbook and a webpage of peba’s insurance program to include monthly rates, perks, long term disability, peba health hub, peba contact directory explaining insurance and retirement benefits.
• Provide an electronic solution or “process” that shall not adversely affect the payroll and personnel functions of any district system(s).
• The solution shall be able to integrate with the district’s enterprise resource planning system (MUNIS) or a system that may exist in the future.
• The solution or “process” shall include, but not limited to, downloading and uploading of information into the system during open and annual enrollment, new employees’ orientation, and any one-on-one sessions to include health, dental, vision, life, long term disability, and money plus.
• The software solution or process shall also include the ability to upload payroll deductions for new employees’ weekly (insurance and retirement) deductions, and open and annual enrollment deductions for all benefits programs.
• The process shall comply with the payroll calendar deadline and to include district’s guideline of payroll deduction one-month in advance for insurance premiums.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: June 03, 2025