005-RFP-3086-2027 - Employee Benefits Consultant Services.pdf

RFP Document Employee Benefits Consulting Services

005-RFP-3086-2027

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STATE OF IOWA

DEPARTMENT OF ADMINISTRATIVE SERVICES

RFP COVER SHEET

RFP Number 005-RFP-3086-2027 Title of RFP Employee Benefits Consultant Services

Agency Iowa Department of Administrative Services (DAS)

Purpose of Solicitation

The State of Iowa is seeking a qualified and experienced employee benefits consultant to provide strategic, actuarial, and operational support for the State’s employee benefits programs.

Number of years of the initial term of the contract 2 Number of possible annual extension 4

Available to Political Subdivisions? No

Available to other States or governmental entities outside of the State of Iowa? No

State Issuing Officer:

Jocelyn Brincks 515.499.3659 Jocelyn.brincks@das.iowa.gov

PROCUREMENT TIMETABLE—Event or Action Date/Time (Central Time)

State Posts Notice of RFP on the TSB website September 12, 2026 State Issues RFP September 14, 2026 RFP written questions, requests for clarification, and suggested changes from Respondents due

September 24, 2026 2:00 p.m.

Addendum / Response to RFP written questions, requests for clarification, and suggested changes from Respondents posted (no questions accepted or responded to after this date)

October 8, 2026

Proposals Due October 20, 2026 2:00 p.m.

ADDENDA & AMENDMENTS to this RFP will be posted here IMPACS Electronic Procurement System Contract Template A template of the contract terms & conditions (hereafter, “Contract Terms and Conditions”) is attached within the solicitation posting on IMPACS.

Relevant Websites

Internet website where the Addenda to this RFP will be posted IMPACS Electronic Procurement System.

Firm Proposal Terms The minimum number of days following the deadline for submitting proposals that the Respondent guarantees all proposal terms, including price, will remain firm is 120 Days.

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=DASIowa

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Table of Contents

1 INTRODUCTION

2 ADMINISTRATIVE INFORMATION

3 FORM AND CONTENT OF PROPOSALS

4 SCOPE OF WORK

5 SPECIFICATIONS

6 EVALUATION AND SELECTION

7 CONTRACT TERMS AND CONDITIONS AND ADMINISTRATION

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1 Introduction

1.1 Purpose

The purpose of this Request for Proposals (RFP) is to solicit proposals from Responsible Respondents to provide the goods and/or services identified on the RFP cover sheet and further described in Section 4 of this RFP to the Agency identified on the RFP cover sheet. The Agency intends to award a Contract(s) for the initial period identified on the RFP cover sheet, and the Agency, in its sole discretion, may extend the Contract(s) up to the number of annual extensions identified on the RFP cover sheet.

1.2 Definitions

For the purposes of this RFP and the resulting contract, the following terms shall mean:

“Agency” means the agency identified on the RFP cover sheet that is issuing the RFP and any other agency that purchases from the Contract.

“Contract” means the contract(s) entered into with the successful Respondent(s) as described in Section 7.1.

“Contractor” means the awarded business/person to provide the contractual services agreed upon.

“Deliverable” means the completion of a milestone or accomplishment of a task.

“Proposal” means the Respondent’s proposal submitted in response to the RFP.

“Respondent” means the company, organization or other business entity submitting a proposal in response to this RFP.

“Responsible Respondent” means a Respondent that has the capability in all material respects to perform the scope of work and specifications of the Contract. In determining whether a Respondent is a Responsible Respondent, the Agency may consider various factors including, but not limited to, the Respondent’s competence and qualifications to provide the goods or services requested, the Respondent’s integrity and reliability, the past performance of the Respondent and the best interest of the Agency and the State.

“Responsive Proposal” means a Proposal that complies with the material provisions of this

RFP.

“RFP” means this Request for Proposals and any attachments, exhibits, schedules or addenda hereto.

“State” means the State of Iowa, the Agency, and all state agencies, boards, and commissions, and any political subdivisions making purchases from the Contract as permitted by this RFP.

1.3 Overview of the RFP Process

This RFP is designed to provide Respondents with the information necessary for the preparation of competitive Proposals. The RFP process is for the Agency’s benefit and is intended to provide the Agency with competitive information to assist in the selection process. It is not intended to be comprehensive. Each Respondent is responsible for determining all factors necessary for submission of a comprehensive Proposal.

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Respondent should review Request for Confidentiality, for more information if its Proposal contains confidential information. Any Proposal marked “Confidential” or “Proprietary” on every page may be disqualified.

It is the Agency’s intention to evaluate Proposals from all Respondents that submit timely Responsive Proposals and award the Contract(s) in accordance with evaluation and selection criteria provided in this RFP.

1.4 Background

The State of Iowa, through the Department of Administrative Services (DAS), administers a comprehensive employee benefits program for eligible employees across the Executive, Legislative, and Judicial branches. This program includes, but is not limited to group health, dental, life, long-term disability (LTD), and workers’ compensation benefits, as well as other related programs.

1.4.1 Governance Structure

The State employee group insurance plans (excluding Board of Regents’ supervisory, professional, and scientific staff) are governed by the Department of Administrative Services.

DAS is responsible for the administration of the State’s employee benefits programs, including plan management, vendor oversight, and support of collective bargaining activities related to employee benefits.

1.4.2 Collective Bargaining Environment

Employee benefits, including plan design, eligibility, and employer/employee contribution strategies, are a mandatory subject of collective bargaining for some collective bargaining units under Iowa Code Chapter 20. The State operates in a partially unionized environment, and the selected Contractor will be expected to support benefit-related analysis and strategy during bargaining cycles.

1.4.3 Current Program Overview

The State’s employee benefits program currently serves approximately 25,000+ active and retired members across multiple benefit plans. The program includes a mix of fully insured and self-funded arrangements, depending on the line of coverage.

The State maintains relationships with multiple third-party vendors and insurance carriers to administer these programs. The selected Respondent will be expected to provide independent, unbiased consulting and actuarial services to support the State in managing these relationships and optimizing program performance.

1.4.4 Current Consultant

The State currently contracts with an employee benefits consulting firm to provide actuarial and advisory services. That contract is scheduled to expire on December 31, 2026. This solicitation is being issued to establish a new contract for these services.

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1.5 Objectives

The objective of this RFP is to procure a qualified and experienced employee benefits consultant to provide strategic, actuarial, and operational support for the State’s employee benefits programs. The selected Contractor will assist the State in:

• Evaluating and optimizing benefit plan design and funding strategies

• Supporting procurement activities for benefit-related services

• Providing actuarial analysis and financial forecasting

• Assisting with collective bargaining preparation and analysis

• Monitoring vendor performance and market trends

Additional details regarding required services are provided in Section 4 – Scope of Work.

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2 Administrative Information

2.1 Issuing Officer

The Issuing Officer identified in the RFP cover sheet is the sole point of contact regarding the RFP from the date of issuance until a Notice of Intent to Award the Contract is issued.

2.2 Restriction of Communications

From the issue date of this RFP until a Notice of Intent to Award the Contract is issued, Respondents may contact only the Issuing Officer. The Issuing Officer will respond only to written questions regarding the procurement process. Questions related to the interpretation of this RFP must be submitted as provided in Section 2. Oral questions related to the interpretation of this RFP will not be accepted. Respondents may be disqualified if they contact any State employee other than the Issuing Officer about the RFP except that Respondents may contact the State Targeted Small Business Office on issues related to the preference for Targeted Small Businesses.

This section shall not be construed as restricting communications related to the administration of any contract currently in effect between a Respondent and the State.

2.3 Downloading the RFP from the internet

The RFP and any addenda to the RFP will be posted at IMPACS Electronic Procurement System.

The Respondent is advised to check the website periodically for addenda to this RFP, particularly if the Respondent downloaded the RFP from the Internet as the Respondent may not automatically receive addenda. It is the Respondent's sole responsibility to check daily for addenda to posted documents.

2.4 Procurement Timetable

The dates provided in the procurement timetable on the RFP cover sheet are provided for informational and planning purposes. The Agency reserves the right to change the dates. If the Agency changes any of the deadlines for Respondent submissions, the Agency will issue an addendum to the RFP.

2.5 Questions, Requests for Clarification, and Suggested Changes

Respondents are invited to submit written questions and requests for clarification regarding the RFP. Respondents may also submit suggestions for changes to the specifications of this RFP. The questions, requests for clarifications, or suggestions must be in IMPACS on or before the date and time listed. Oral questions will not be permitted. If the questions, requests for clarifications, or suggestions pertain to a specific section of the RFP, Respondent shall reference the page and section number(s). The Agency will post written responses to questions, requests for clarifications, or suggestions received from Respondents in IMPACS.

The Agency assumes no responsibility for oral representations made by its officers or employees unless such representations are confirmed in writing and incorporated into the RFP through an addendum.

2.6 Amendment to the RFP

The Agency reserves the right to amend the RFP at any time using an addendum. The Respondent shall acknowledge receipt of all addenda in its Proposal.

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If an addendum is posted after a firm has already submitted its proposal in IMPACS, the proposal will remain saved. However, the firm must review and acknowledge the addendum, then certify and resubmit its proposal.

To acknowledge an addendum, the firm must answer the newly posted question in the Questions section of IMPACS (“yes” or “no”) and then CERTIFY and SUBMIT the proposal.It is the Respondent’s responsibility to check for posted addenda documents.

If the Agency issues an addendum after the due date for receipt of Proposals, the Agency may, in its sole discretion, allow Respondents to amend their Proposals in response to the addendum.

2.7 Amendment and Withdrawal of Proposal

The Respondent may amend or withdraw and resubmit its Proposal at any time before the Proposals are due. The Proposal must be updated and submitted using IMPACS. Electronic mail and faxed amendments will not be accepted. Respondents must notify the Issuing Officer in writing prior to the due date for Proposals if they wish to completely withdraw their Proposal(s).

2.8 Submission of Proposals

Respondents must submit Proposals in the State’s IMPACS Electronic Procurement System before the “Proposals Due” date and time listed on the RFP cover sheet. This is a mandatory specification and will not be waived by the Agency. Any Proposal received after this deadline will be rejected and returned unopened to the Respondent. It is the Respondent’s responsibility to ensure that the Proposal is received prior to the deadline. Electronic mail and faxed Proposals will not be accepted. There is a 50MB per file size limitation, but no limit to the number of files. Plan accordingly.

Respondents must furnish all information necessary to enable the Agency to evaluate the Proposal. Oral information provided by the Respondent will not be considered part of the Respondent’s Proposal unless it is reduced to writing.

2.9 Proposal Opening

The Agency will open Proposals after the deadline for submission of Proposals has passed. The Proposals will remain confidential until the Agency has issued a Notice of Intent to Award a Contract. Iowa Code Section 72.3. However, the names of Respondents who submitted timely Proposals will be publicly available after the Proposal opening. The announcement of Respondents who timely submitted Proposals does not mean that an individual Proposal has been deemed technically compliant or accepted for evaluation.

2.10 Cost of Preparing the Proposal

The costs of preparation and delivery of the Proposal are solely the responsibility of the Respondent.

2.11 No Commitment to Contract

The Agency reserves the right to reject any or all Proposals received in response to this RFP at any time prior to the execution of the Contract. Issuance of this RFP in no way constitutes a commitment by the Agency to award a contract.

2.12 Rejection of Proposals

The Agency may reject outright and not evaluate a Proposal for reasons including, without limitation:

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2.12.1 The Respondent fails to deliver the Cost Proposal in a separate file.

2.12.2 The Respondent acknowledges that a mandatory specification or an element of the Scope of Work of the RFP cannot be met.

2.12.3 The Respondent’s Proposal changes a material specification of the RFP, or the Proposal is not compliant with the mandatory specifications of the RFP.

2.12.4 The Respondent’s Proposal limits the rights of the Agency.

2.12.5 The Respondent fails to include information necessary to substantiate that it will be able to meet a specification of the RFP as provided in Section 5 of the RFP.

2.12.6 The Respondent fails to timely respond to the Agency’s request for information, documents, or references.

2.12.7 The Respondent fails to include proposal security, if required.

2.12.8 The Respondent fails to include any signature, certification, authorization, stipulation, disclosure, or guarantee as provided in this RFP.

2.12.9 The Respondent presents the information requested by this RFP in a format inconsistent with the instructions of the RFP or otherwise fails to comply with the specifications of this RFP.

2.12.10 The Respondent initiates unauthorized contact regarding the RFP with a State employee other than the Issuing Officer.

2.12.11 The Respondent provides misleading or inaccurate responses.

2.12.12 The Respondent’s Proposal is materially unbalanced. A Proposal in which line-item prices are structured so that it is possible that the Respondent who appears to be low will not end up having the lowest overall cost to the State due to high prices on particular line items.

2.12.13 There is insufficient evidence (including evidence submitted by the Respondent and evidence obtained by the Agency from other sources) to satisfy the Agency that the Respondent is a Responsible Respondent.

2.12.14 The Respondent is a “scrutinized company” included on a “scrutinized company list” created by a public fund pursuant to Iowa Code section 12J.3

2.12.15 Agency determines that Respondent is a Prohibited Company as defined by Iowa Code section 12K.1(F).

2.13 Nonmaterial Variances

The Agency reserves the right to waive or permit cure of nonmaterial variances in the Proposal if, in the judgment of the Agency, it is in the State’s best interest to do so. Nonmaterial variances include but are not limited to, minor failures to comply that: do not affect overall responsiveness, are merely a matter of form or format, do not change the relative standing or otherwise prejudice other Respondents, do not change the meaning or scope of the RFP, or do not reflect a material change in the specifications of the RFP. In the event the Agency waives or permits cure of nonmaterial variances, such waiver or cure will not modify the RFP specifications or excuse the Respondent from full compliance with RFP specifications or other Contract specifications if the Respondent is awarded the Contract. The determination of materiality is in the sole discretion of the Agency.

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2.14 Reference Checks

The Agency reserves the right to contact any reference to assist in the evaluation of the Proposal, to verify information contained in the Proposal and to discuss the Respondent’s qualifications and the qualifications of any subcontractor identified in the Proposal.

2.15 Information from Other Sources

The Agency reserves the right to obtain and consider information from other sources concerning a Respondent, such as the Respondent’s capability and performance under other contracts, the qualification of any subcontractor identified in the Proposal, the Respondent’s financial stability, past or pending litigation, and other publicly available information.

2.16 Verification of Proposal Contents

The content of a Proposal submitted by a Respondent is subject to verification. If the Agency determines in its sole discretion that the content is in any way misleading or inaccurate, the Agency may reject the Proposal.

2.17 Proposal Clarification Process

The Agency reserves the right to contact a Respondent after the submission of Proposals for the purpose of clarifying a Proposal. This contact may include written questions, interviews, site visits, a review of past performance if the Respondent has provided goods and/or services to the State or any other political subdivision wherever located, or requests for corrective pages in the Respondent’s Proposal. The Agency will not consider information received from or through Respondent if the information materially alters the content of the Proposal or the type of goods and/or services the Respondent is offering to the Agency. An individual authorized to legally bind the Respondent shall sign responses to any request for clarification. Responses shall be submitted to the Agency within the time specified in the Agency's request. Failure to comply with requests for additional information may result in the rejection of the Proposal.

2.18 Disposition of Proposals

All Proposals become the property of the State and shall not be returned to the Respondent. Once the Agency issues a Notice of Intent to Award the Contract, the contents of all Proposals will be public records and be available for inspection by interested parties, except for information for which Respondent properly requests confidential treatment according to exceptions provided in Iowa Code chapter 22 or other applicable law.

2.19 Public Records and Requests for Confidential Treatment

The Agency’s release of public records is governed by Iowa Code chapter 22. Respondents are encouraged to familiarize themselves with Iowa Code chapter 22 before submitting a Proposal.

The Agency will copy and produce public records upon request as required to comply with Iowa Code chapter 22 and will treat all information submitted by a Respondent as non-confidential records unless the Respondent requests specific parts of the Proposal be treated as confidential at the time of the submission as set forth herein AND the information is confidential under Iowa or other applicable law.

Form 22 Request for Confidentiality

COMPLETION AND SUBMITTAL OF FORM 22 IS REQUIRED. FAILURE TO SUBMIT A COMPLETED

FORM 22 MAY RESULT IN THE PROPOSAL BEING CONSIDERED NON-RESPONSIVE AND NOT

EVALUATED.

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2.20 Copyright Permission

By submitting a Proposal, the Respondent agrees that the Agency may copy the Proposal for purposes of facilitating the evaluation of the Proposal or to respond to requests for public records.

By submitting a Proposal, the Respondent consents to such copying and warrants that such copying will not violate the rights of any third-party. The Agency shall have the right to use ideas or adaptations of ideas that are presented in Proposals.

2.21 Release of Claims

By submitting a Proposal, the Respondent agrees that it will not bring any claim or cause of action against the Agency or the State based on Respondent’s misunderstanding concerning the information provided in the RFP or concerning the Agency's or the State’s failure, negligent or otherwise, to provide the Respondent with complete, pertinent, or accurate information in this RFP, or for any failure to provide information that any Respondent might consider relevant for purposes of making a decision to submit a Proposal or to enter into any Contract resulting from this RFP.

2.22 Respondent Presentations

Respondents may be required to make a presentation. The determination as to need for presentations, and the location, order, and schedule of the presentations is at the sole discretion of the Agency. The presentation may include slides, graphics and other media selected by the Respondent to illustrate the Respondent’s Proposal. The presentation shall not materially change the information contained in the Proposal.

2.23 Evaluation of Proposals Submitted

Proposals that are submitted timely and are not rejected will be reviewed in accordance with Section 6 of the RFP. The Agency will not necessarily award a Contract resulting from this RFP to the Respondent offering the lowest cost. Instead, the Agency will award the Contract(s) to the Responsible Respondent(s) whose Responsive Proposal the Agency believes will provide the best value to the Agency and the State.

2.24 Award Notice and Acceptance Period

Notice of Intent to Award the Contract(s) will be sent to all Respondents submitting a timely Proposal and may be posted at the website shown on the RFP cover sheet. Negotiation and execution of the Contract(s) shall be completed no later than thirty (30) days from the date of the Notice of Intent to Award or such other time as designated by the Agency. If the successful Respondent fails to negotiate and deliver an executed Contract by that date, the Agency, in its sole discretion, may cancel the award and award the Contract to the remaining Respondent the Agency believes will provide the best value to the State.

2.25 No Contract Rights until Execution

No Respondent shall acquire any legal or equitable rights regarding the Contract unless and until the Contract has been fully executed by the successful Respondent and the Agency.

2.26 Choice of Law and Forum

This RFP and the Contract shall be governed by the laws of the State of Iowa. Changes in applicable laws and rules may affect the award process or the Contract. Respondents are responsible for ascertaining pertinent legal requirements and restrictions. Any and all litigation or actions commenced in connection with this RFP shall be brought in the appropriate Iowa forum.

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2.27 Preference

By virtue of statutory authority, a preference will be given to products and provisions grown and coal produced within the state of Iowa. Preference application: Tied responses to solicitations, regardless of the type of solicitation, are decided in favor of Iowa products and Iowa-based businesses per 11 IAC 117.6(1)-(2), 117.13(4).

2.28 Restrictions on Gifts and Activities

Iowa Code chapter 68B restricts gifts which may be given or received by State employees and requires certain individuals to disclose information concerning their activities with State government. Respondents are responsible for determining the applicability of Iowa Code chapter 68B to their activities and to comply with its requirements. In addition, pursuant to Iowa Code section 722.1, it is a felony offense to bribe or attempt to bribe a public official.

2.29 No Minimum Guaranteed

The Agency does not guarantee any minimum level of purchases under the Contract.

2.30 Post Solicitation Debriefing

A debriefing is available to any Respondent who submitted a proposal in response to this RFP.

Respondent shall submit a written request for a debriefing to the Issuing Officer via email or other delivery method. All Respondents will be accorded fair and equal treatment with respect to their to its opportunity for debriefing. The debriefing shall be scheduled by the Agency as soon as practicable after receipt of debriefing request.

2.31 Appeals

An appeal related to this solicitation will be governed by 7 Iowa Admin. Code r.2506.101-106.

2.31.1 Notice of Intent to Appeal

A Respondent whose Proposal has been filed timely and who is aggrieved by the Notice of Intent to Award of the Department may appeal the decision by emailing notice of intent to appeal to the Director of the Department of Administrative Services with a carbon copy to the Issuing Officer. The written notice may be filed by fax transmission to 515.725.2064. The notice must be filed within five (5) days of the date of the Notice of Intent to Award issued by the Department. Late notices of intent to appeal will not be accepted.

2.31.2 Notice of Appeal

Within five (5) business days from the date the Department provides its initial evaluation materials to the Respondent, or within fourteen (14) days of the Notice of Intent to Appeal, a Respondent who is still aggrieved may file a formal appeal by emailing notice to the Director of the Department of Administrative Services with a carbon copy to the Issuing Officer. If the Respondent does not file a formal appeal in a timely manner, the appeal is waived. The Respondent is obligated to plead with particularity; notice pleading is inadequate.

At minimum, the formal appeal will include:

a. The Respondent’s contact information, including contact information for the individual filing the notice of appeal, the individual’s association with

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b. Details of the award decision the Respondent is challenging;

c. Why and how the Respondent is aggrieved by the decision;

d. The legal and factual reasons for the Respondent’s appeal, including references to the relevant grounds of appeal as set forth in Iowa Code section 17A.19(10); and

e. The relief the Respondent is seeking.

The notice of appeal must clearly and fully identify all issues being contested by reference to the page, section and line number(s) of the RFP and/or the Notice of Intent to Award.

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3 Form and Content of Proposals

3.1 Instructions

These instructions describe and define the format and content of the Proposal. They are designed to facilitate a uniform review process. Failure to adhere to the Proposal format may result in the rejection of the Proposal.

A. The Proposal shall be divided into two parts: (1) the Technical Proposal and (2) the Cost Proposal. The Technical Proposal and the Cost Proposal shall be labeled as separate files. The files shall be labeled with the following information:

005-RFP-3086-2027 - Respondent Name - Technical Proposal

005-RFP-3086-2027 - Respondent Name - Cost Proposal

Files must be uploaded and included as part of Respondent’s submission in the State’s IMPACS Electronic Procurement System.

B. If the Respondent designates any information in its Proposal as confidential pursuant to Section 2.20 and RFP Form 22, the Respondent must also submit a public copy of the Proposal from which confidential information has been excised as provided in Section 2.20 and Form 22 which is marked “Public Copy”. The file shall be labeled with the following information:

005-RFP-3086-2027 - Respondent Name - Public Copy

C. Proposal shall not contain promotional or display materials.

D. Attachments shall be referenced in the Proposal.

E. If a Respondent proposes more than one solution to the RFP specifications, each shall be labeled and submitted in separate Proposals, and each will be evaluated separately.

3.2 Technical Proposal

Any information provided in the Technical Proposal is subject to consideration for consideration, evaluation, and scoring. The following documents and responses shall be included in the Technical Proposal in the order given below:

Exhibit 1 - Transmittal Letter An individual authorized to legally bind the Respondent shall sign the transmittal letter. The letter shall include the Respondent’s mailing address, email address, and telephone number.

Exhibit 2 - Executive Summary The Respondent shall prepare an executive summary and overview of the goods and/or services it is offering, including all of the following information:

• Statements that demonstrate that the Respondent has read and understands the terms and conditions of the RFP including the Contract provisions in Section 7 and the Contract Terms and Conditions attached within the solicitation posting on IMPACS.

• An overview of the Respondent’s plans for complying with the specifications of this RFP.

• Any other summary information the Respondent deems to be pertinent.

Exhibit 3 - Firm Proposal Terms The Respondent shall guarantee in writing the goods and/or services offered in the Proposal are currently available and that all Proposal terms, including price, will remain firm for the number days indicated on the RFP cover sheet following the deadline for submitting Proposals.

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Exhibit 4 - Respondent Background Information The Respondent shall provide the following general background information:

• Name, address and telephone number of the Respondent’s representative to contact regarding all contractual and technical matters concerning the Proposal.

• Name, address, telephone number, and e-mail address of the Respondent including all d/b/a’s or assumed names or other operating names of the Respondent and any local addresses and phone numbers.

• State of incorporation, state of formation, or state of organization.

• Does the Respondent’s state of residence have a preference for instate Contractors? Yes or No. If yes, provide the resident preference information.

• Form of business entity, e.g., corporation, partnership, proprietorship, or LLC.

• Number of employees.

• Type of business.

• Name, contact information and qualifications of any subcontractors who will be involved with this project the Respondent proposes to use and the nature of the goods and/or services the subcontractor would perform.

• Awarded Respondent will be required to register to do business in Iowa before payments can be made. For Contractor registration documents, go to:

https://das.iowa.gov/procurement/vendors/how-do-business

Exhibit 5 - Experience The Respondent must provide the following information regarding its experience:

• Number of years in business.

• Number of years of experience providing the types of services sought by this RFP.

• Description of the Respondent’s technical expertise in providing the services sought by this

RFP.

• A list and brief description of goods and/or services similar to those requested in this RFP that the Respondent has provided to other businesses or governmental entities.

• Total number of clients served nationally and within the State of Iowa. Include a description of the Respondent’s experience providing services in Iowa.

• Average size of the Respondent’s client base (in terms of benefit-eligible employees), and the size of the Respondent’s largest client. Include a description of experience serving large organizations (15,000 or more employees).

• Number of State government and/or large public entity clients (defined as entities with over 5,000 benefit-eligible employees). Provide a list of the ten (10) largest public sector contracts and describe experience working with unionized workforces.

• Letters of reference from three (3) current or former clients knowledgeable about the Respondent’s performance in providing similar goods and/or services. Include a contact name and telephone number for each reference. References from the State of Iowa or its Agencies are strongly discouraged and should not be provided unless no other relevant references are available.

https://das.iowa.gov/procurement/vendors/how-do-business

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Exhibit 6 – Personnel Provide resumes for all key personnel who will be involved in providing the services contemplated by this RFP. The following information must be included in each resume:

• Full name

• Education

• Years of experience and employment history particularly as it relates to the specifications of the RFP.

Exhibit 7 - Termination, Litigation, and Debarment The Respondent must provide the following information for the past five (5) years:

• Has the Respondent had a contract for goods and/or services terminated for any reason? If so, provide full details regarding the termination.

• Describe any damages or penalties assessed against or dispute resolution settlements entered into by Respondent under any existing or past contracts for goods and/or services.

Provide full details regarding the circumstances, including dollar amount of damages, penalties and settlement payments.

• Describe any order, judgment or decree of any Federal or State authority barring, suspending or otherwise limiting the right of the Respondent to engage in any business, practice or activity.

• A list and summary of all litigation or threatened litigation, administrative or regulatory proceedings, or similar matters to which the Respondent or its officers have been a party.

• Provide any irregularities discovered in any of the accounts maintained by the Respondent on behalf of others. Describe the circumstances and disposition of the irregularities. Failure to disclose these matters may result in rejection of the Proposal or termination of any subsequent Contract. The above disclosures are a continuing requirement of the Respondent. Respondent shall provide written notification to the Agency of any such matter commencing or occurring after submission of a Proposal, and with respect to the successful Respondent, following execution of the Contract.

Exhibit 8 - Criminal History and Background Investigation The Respondent hereby explicitly authorizes the Agency to conduct criminal history and/or other background investigation(s) of the Respondent, its officers, directors, shareholders, partners and managerial and supervisory personnel who will be involved in the performance of the Contract.

Exhibit 9 — Specifications Section 5 sets forth the Mandatory Specifications for the goods and/or services the awarded Contractor must provide to the State. The Respondent shall address each specification listed in Section 5 by first restating the specification from the RFP and stating whether it will comply with each specification. The Respondent shall:

• Provide a clear explanation detailing how the Respondent will comply with each specification.

• If specified by the specification or if the context of the specification requires, the Respondent shall provide references and/or supportive materials to verify the Respondent’s compliance with each specification. Merely repeating the Section 5 specifications without demonstrating compliance may be considered non-responsive and result in the rejection of the Proposal.

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• Identify any deviations from the specifications of the RFP or specifications the Respondent cannot satisfy. Failure to meet, or deviation from, a Mandatory Specification may result in rejection of the Proposal.

The Agency reserves the right to determine whether the Respondent’s explanations and supporting materials adequately demonstrate its ability to comply with the Mandatory Specifications. If the Agency determines the Respondent has not demonstrated such ability, the Proposal may be rejected.

By indicating compliance with a specification, the Respondent agrees that it shall comply with that specification throughout the full term of the Contract, if the Respondent is successful.

3.3 Cost Proposal

The Respondent shall provide its Cost Proposal as a separate file using Exhibit A – Cost Proposal Form for the proposed goods and/or services. All prices shall be quoted pursuant to the terms and conditions of this RFP. Respondent’s Cost Proposal shall include an all-inclusive, itemized, total cost in U.S. Dollars (including all travel, expenses, etc. in prices) for the proposed services.

All pricing to be FOB Destination, freight cost, and all expenses included; and based on Net 60 Days Payment Terms. Cost proposals must include the following:

• Provide any one time and recurring costs for services. Recurring costs are to be for a 6-year period to cover the initial term and extensions to the Contract.

• Equipment costs.

• Any other costs associated with proposed services.

• Pricing for optional services.

Respondent Discounts

Respondents shall state in their Cost Proposals whether they offer any payment discounts, including but not limited to:

Prompt Payment Discount

• The State can agree to pay in less than sixty (60) days if an incentive for earlier payment is offered.

Cash Discount

• The State may consider cash discounts when scoring Cost Proposals.

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4 Scope of Work Overview

The Contractor shall provide comprehensive employee benefits consulting and actuarial services to support the State in accordance with the requirements as provided in this Scope of Work.

4.1 Core Services

The Contractor shall, at a minimum, provide the following core services:

4.1.1 Strategic Consulting & Plan Management

• Provide recommendations on benefit plan design, cost containment strategies, and emerging trends

• Assist in evaluating new benefit offerings and program enhancements

• Support long-term benefits strategy aligned with State objectives

4.1.2 Actuarial Services

• Perform annual actuarial analyses for applicable benefit programs, including workers’ compensation and other self-funded plans

• Provide annual GASB 75 valuations (beginning with the June 30, 2027 valuation), or as required o Provide a draft report by July 31 o Provide the final report by August 7

• Provide financial forecasting, trend analysis, and liability projections

• Review and validate actuarial assumptions and methodologies

4.1.3 Renewal and Rate Review

• Review and analyze annual renewal proposals from insurance carriers

• Evaluate rate changes against market benchmarks and historical trends

• Provide recommendations to the State regarding renewal decisions

4.1.4 Procurement and RFP Support

• Assist in the development of RFPs for benefit-related services

• Support evaluation of proposals and vendor selection

• Provide guidance during contract negotiations

4.1.5 Collective Bargaining Support

• Provide actuarial and financial analysis to support collective bargaining activities

• Model cost impacts of proposed benefit changes

• Assist in developing strategies related to benefits and contributions

4.1.6 Vendor Management and Performance Monitoring

• Assist the State in monitoring vendor performance against contractual obligations

• Provide periodic vendor performance reports and recommendations

4.1.7 Reporting and Analytics

• Utilize modern data analytics and reporting tools capable of supporting secure, timely, and user-friendly access to information.

• Provide regular reporting on program performance, trends, and financial metrics

• Conduct benchmarking against comparable public and private sector organizations

• Deliver ad hoc analyses as requested

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4.1.8 Meetings and Communication

• Participate in regular meetings (e.g. monthly, quarterly, and as needed)

• Be available for consultation and issue resolution in a timely manner

• Present findings and recommendations to DAS, the Insurance Committee, and/or the Executive Council as needed

• Meet agreed-upon service level expectations, including response times and deliverable timelines.

4.1.9 Transition and Onboarding

• Provide transition and onboarding services at the start of the Contract, including coordination with the incumbent contractor, if applicable

• Ensure continuity of services and minimal disruption during the transition period

• Develop and execute a transition plan, including timelines, key activities, and responsibilities.

4.2 Initial Two-Year Period of the Contract – Project Scope

This project scope for the initial two-year period of the Contract is intended to be comprehensive.

Projects to be completed during approved contract extensions will be defined for the Contractor in advance of the extension and maximum costs will be identified and approved by DAS. The first two years of the project scope include:

4.2.10 Group Insurance Program

Provide assistance during the group insurance program premium renewal periods for plan years 2028 and 2029. Duties include: analysis of the State's trends, review of insurance carrier renewal rates, and recommendations based on the proposed rates taking into account the State's trend data and industry standards, benchmarks and trends.

4.2.11 Post-Retirement Medical Liabilities

Beginning in calendar year 2027, the Contractor shall conduct an annual actuarial valuation of the post-retirement medical liabilities (beginning with the valuation as of June 30, 2027), as required by generally accepted accounting principles (GAAP) and Governmental Accounting Standards Board Statement No. 75. This valuation will include the determination of explicit and implicit liabilities associated with post-retirement medical benefits.

4.2.12 Actuarial Accrued Liabilities

The Contractor will provide a report covering the actuarially accrued liability measured as of June 30, 2027 and the FY 2027/2028 annual required contribution. The contractor shall provide a draft of the report by July 31, 2027 in year one, and the final report by August 7, 2027.

The Contractor shall provide a draft of the June 30, 2028 report by July 30, 2028, and the final report by August 6, 2028

4.2.13 Workers Compensation Program Annual Actuarial Study

Beginning in July of 2027 and annually thereafter, the Contractor shall conduct an actuarial study to determine future liability of the workers compensation program as of the end of Fiscal Year 2027 and assist the State in determining the FY 2029 premium allocation methodology and analysis of cash flow in the program.

4.2.14 Review of Annual Group Insurance Premium Changes

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Actuarial/underwriting review of annual group insurance premium changes for each insurance year included during the term of this Contract.

4.2.15 Benefit Program Funding Policy Recommendations

Review and provide recommendations regarding the funding policy for the State’s benefit programs.

4.2.16 RFP Development Assistance

Assist DAS-HRE in preparing a request for proposal, review RFP responses and recommend carriers for the State’s multiple insurance and contracts. Some assistance on contract negotiations will also be necessary.

4.3 Longer Term Duties

4.3.1 On-going Workmen’s Compensation Actuarial Study

Annual actuarial study to determine future liability of the workers compensation program and assist the State in determining the premium allocation methodology and analysis of cash flow in the program for the duration of the Contract. The State may be adding a HAS/HD plan and a vision plan in the future and Respondents should take that into consideration when developing the Proposal.

4.3.2 Review of Premium Rates - Collective Bargaining

Actuarial/underwriting review of premium rate changes proposed by insurance carriers during future collective bargaining sessions related to changes in benefits, enrollment rules, employee incentive offers, or contribution structure changes.

4.3.3 Performance Goal Development

Assistance in developing performance goals and measures for the State’s insurance carriers as well as the State itself.

4.3.4 On-going Post-Retirement Medical Liabilities

Annual actuarial study of the post-retirement medical liabilities as required by generally accepted accounting principles (GAAP) and Governmental Accounting Standards Board Statement No. 75 for the duration of the Contract. This valuation will include the determination of explicit and implicit liabilities associated with post-retirement medical benefits. A draft of the report shall be provided one month following the fiscal year end, with the final report due one week later, in each of the subsequent years of the contract.

4.4 Personnel to Perform the Services

As part of the consideration for this Contract, DAS is relying on the skills of the key individuals identified in the Contractor's Proposal to perform the services described in the Scope of Work.

Key personnel identified in the Proposal shall be assigned to the Contract for its duration, including any extensions.

The Contractor shall not substitute key personnel without the prior written approval of DAS. Any proposed replacement personnel must have qualifications and experience equal to or greater than those of the originally proposed individual. The Contractor shall ensure an appropriate transition period to maintain continuity of services.

4.5 Legal Counsel

The State acknowledges and agrees that the Contractor will not be providing any legal advice or conducting a legal review relating to any insurance coverage, policies or contracts, any state or

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4.6 Industry Standards

Services rendered pursuant to this Contract shall be performed in a professional and workmanlike manner in accordance with the terms of this Contract and the professional standards of the American Academy of Actuaries and the Certified Employee Benefits Specialists for similar tasks and projects. In the absence of a detailed specification for the performance of any portion of this Contract, the parties agree that the applicable specification shall be the generally accepted industry standard.

4.7 Nature of Services

It is understood and agreed that the Contractor’s services may include advice and recommendations, but all decisions in connection with the implementation of such advice and recommendations shall be the responsibility of, and made by, DAS. In connection with its services hereunder, the Contractor shall be entitled to rely on all decisions and approvals of DAS.

4.8 Cooperation

The Contractor shall coordinate with DAS and other State stakeholders as required to support the delivery of services under this Contract.

The State shall cooperate with the Contractor in the Contractor’s performance of its services hereunder, including, without limitation, providing the Contractor with reasonable facilities and timely access to data, information and personnel of the State. The State shall be responsible for the performance of its personnel and agents and for the accuracy and completeness of all data and information provided by the State to the Contractor for purposes of the performance by the Contractor of its services hereunder.

4.9 Additional Services

The Contractor may be requested to perform additional services of a similar nature over the term of the contract. Such services shall be mutually agreed upon and may be incorporated into the Contract through amendment.

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5 Specifications Overview The successful Respondent shall provide the goods and/or services to the State in accordance with the specifications and technical specifications as provided in this Section. The Respondent shall address each specification in this Section and indicate whether it will comply with the specification.

If the context requires more than a yes or no answer or the section specifically indicates, Respondent shall explain how it will comply with the specification. Proposals must address each specification. Merely repeating the specifications may be considered non-responsive and may disqualify the Respondent. Proposals must identify any deviations from the specifications of this RFP or specifications the Respondent cannot satisfy. If the Respondent deviates from or cannot satisfy the specification(s) of this section, the Agency may reject the Proposal.

5.1 Mandatory Specifications

All items listed in this section are Mandatory Specifications. Respondents must indicate either “yes” or “no” to each specification in their Proposals and provide an explanation as to how the specification is met. By indicating “yes” a Respondent agrees that it shall comply with that specification throughout the full term of the Contract, if the Respondent is successful. In addition, if specified by the specifications or if the context otherwise requires, the Respondent shall provide references and/or supportive materials to verify the Respondent’s compliance with the specification. The Agency shall have the right to determine whether the supportive information and materials submitted by the Respondent demonstrate that the Respondent will be able to comply with the Mandatory Specifications.