Third Party Benefits Enrollment and Management Services

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.
- These services will be provided at no cost to the district with the contract being supported by commissions related to products sold to eligible benefit holders.
- 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.
- The benefit counselors will not only be required to assist newly hired employees with their benefits enrollment but to also assist the benefits division with additional tasks required in the onboarding and separation of employees.
- 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.
- 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 district changes-based age and salary.
- Provide a customer service call center for telephone enrollments during open enrollment for employees that may include (i.e. virtual staff and/or employees out on medical leave), claims and/or questions.
- Provide a cost/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/she feels does not meet the standards of the district at any time.
- 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.
- Provider will ensure communication to the employee is courteous and ensure the employee understands the benefits of the plan.
- 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.
- 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.
- Review and evaluate current administrative processes related for enrollment and billing.
- 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 moneyplus.
- 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: September 9, 2025