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SANDY CITY

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BENEFITS ADVISOR

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Project: Benefits Advisor

SCOPE OF SERVICES

Rather than evaluating applicants on the merits of any particular insurance plan that they may represent or on fees, the City will evaluate applicants on the competency and qualifications of the account team assigned to work with the City as well as the quality and quantity of services being proposed. Services may include, but are not limited to, the following:

· Evaluating employee preferences for health insurance given cost implications to the City’s overall compensation plan and advising the City on how desired employee benefit plans fit into the City’s overall compensation and benefit objectives and the implications for other employee programs.

· Educating City employees about insurance plans and how the City’s program meets employee preferences and compares to other comparable employers’ plans. Assisting with the open enrollment process.

· Advising the City on available benefit options, including making recommendations regarding benefit selection and methods to control costs, and advising whether existing providers are best meeting needs or whether new providers should be sought in light of current and future costs, level of service being provided, and the effect on employees.

· Preparing any necessary documents to procure insurance plans when deemed necessary by the City. An ability to represent all suitable options without limitation is important.

· Securing renewal estimates in a timely manner for use in budgeting, open enrollment and renewal while the contract is in effect. Final renewal numbers are required by March 1 each year, open enrollment begins May 1 each year and renewal of benefits is July 1 each year.

· Evaluating the renewal proposals and reporting findings to the City in writing. The evaluation should consider the proposed rates, the City’s usage and underwriting methods used. The representative should have an ability to negotiate the renewal proposals as appropriate.

· Acting as a liaison between the City, its individual employees and the insurance providers in developing positive relations and resolving problems with an emphasis on seeking long-term solutions.

· Working with the City, insurance companies, and the City’s on-site health clinic vendor to analyze usage data and trends, provide experience reports, identify and mitigate risk when possible, make recommendations for improvement, and resolve problems.

· Working with insurance providers and the City to see that contracts are timely executed and advising the City as to whether contracts meet the terms negotiated and are compliant with all federal and state laws.

· Advising the City on current and upcoming developments, changes, opportunities, and challenges in the benefits market which could impact the City.

· Advising the City on regulatory and legislative developments impacting employee benefits at both the state and federal level and assisting the City to maintain compliance with state and federal laws.

Preference will be given to proposals that indicate a willingness to accept full responsibility on certain functions rather than proposals that limit service to a specific number of hours. However, the City recognizes that there is a practical limit to an advisor’s or consultant’s time and will consider some limits on certain services.

The City values a long-term perspective on employee benefits and will look to establish an agreement that reflects this philosophy.

The City reserves the right to represent itself should it determine self-representation to be in its best interest.

Please limit proposals to 25 pages summarizing:

· the proposed services consistent with the list above

· other proposed services, if applicable

· examples of prior experience providing the services

· references from other clients

· description of platforms you use or partner with that would be available to the City for benefits enrollment, wellness, COBRA/Retiree health plan enrollment administration, claims management, etc. Please indicate if there is an additional fee.

· any other relevant information

In addition to the summary, samples of relevant work products will be accepted and are strongly encouraged. Sample work products may be in addition to the proposal limit of 25 pages.

PRICING PROPOSAL

Compensation will be paid on a flat, fee-for-service basis directly from the City, rather than by commissions or brokerage fees paid through the providers. No commissions will be allowed on non-voluntary products and our preference is to avoid them on voluntary products as well. The City does not want commissions or brokerage fees to be the determining factor in selecting providers that negotiate its contracts. If you believe the situation exists where it is not feasible to exclude commissions on any particular voluntary insurance product, please provide that explanation and the proposed commission.

Please provide a pricing proposal taking into account the restrictions described in the prior paragraph. If some services are provided at an additional cost, please indicate this along with the corresponding pricing.

(Please do not add pricing to your bid proposal. Our evaluators will be looking at the other attributes before seeing the cost) A separate attachment for cost proposal may be added or include your total in the cost line item.

EVALUATION CRITERIA

Sandy City Corporation will evaluate each proposal submitted based on responsiveness to the city’s overall needs. The award of contract, if made, will be to the Vendor who is responsive and responsible to all administrative and technical requirements of the RFP; who has demonstrated competence and qualifications in regards to providing the services required; the cost and prices for the services offered; and who receives the highest rating based upon all of the criteria set forth in the RFP.

The process of award will be by committee. The committee will base their evaluation on the criteria listed below then apply a score based on the weighted value of that criteria, total of 100 points available. Additional points may be awarded based on the request of a vendor’s presentation or interview.

40 Points: Cost 20 Points: Services offered 15 Points: References 10 Points: Experience / Qualifications 5 Points: Experience with Onsite Health Clinics 10 Points: Philosophy / Level of Innovation / Track Record for Cost Savings

Sandy City will make the Request For Proposal (“RFP”) available to any interested parties at:

https://sandycity.ionwave.net/Login.aspx.

Deadline for submittal of questions is 11/2/2026 11:00:00 AM (MT). All questions shall be submitted in writing to:

https://sandycity.ionwave.net/Login.aspx

All RFP’s or Bids should be summitted to:

https://sandycity.ionwave.net/Login.aspx

Closing Date for bids is 11/4/2026 11:00:00 AM (MT)

Any Addenda for this solicitation will be posted on the sandycity.ionwave.net/login.aspx website and in the Utah Public Procurement Place (U3P). Offerors shall acknowledge Addendum(s) in their proposal response. Please check website/U3P frequently for updates.