1-RFI-2602AM Invitation Requirements .pdf

RFI-2602AM

Health and Welfare Benefit Consulting and Brokerage Services

Invitation & Requirements

Gwinnett County Public Schools (GCPS) Human Resource Department is soliciting a Request for Information (RFI) from interested service providers for Health and Welfare Benefit Consulting and Brokerage Services.

This RFI is issued solely for information and planning purposes. This RFI is NOT a solicitation and does NOT commit any organization to procure any goods or services.

RFI submissions will be received digitally until March 20, 2026 at 10:00AM EST, through Euna Procurement (located at https://gwinnett.bonfirehub.com or by visiting the GCPS Purchasing website at https://www.gcpsk12.org. A list of submitting firms will be available the following business day in Euna Procurement.

Questions regarding this RFI must be received in Euna Procurement under the “Message Center” section no later than March 10, 2026 at 10:00AM EST to allow for appropriate and timely responses.

Addenda & Opening of Submissions It is the ultimate responsibility of the supplier to ensure that they have all applicable addenda prior to submitting a response. Addenda will be posted on Euna Procurement: www.gwinnett.bonfirehub.com or by visiting the GCPS Purchasing website at https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities.

The opening of this request will be conducted electronically through Euna Procurement. Only the names of the submitting companies will be made publicly available by the close of business the following business day on our website. To view the list of respondents, suppliers must log-into Euna Procurement (formerly Bonfire) located at www.gwinnett.bonfirehub.com or by visiting the GCPS Purchasing website at https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities.

Requirements

Please submit your RFI response by addressing each section in the order specified below.

General Information

1. Provide company name, address, primary contact name, phone # and email address.

2. Provide a brief history of your firm, including:

o Number of employees o Years in operation

3. Provide location that would be responsible for supporting this request.

4. Describe the services that will be provided through the identified office. Include:

o Names and roles of team members assigned o Brief biographies outlining roles and responsibilities, consulting experience, and qualifications

5. Provide experience working with K-12 school districts and/or higher education institutions. Include examples of large organizations served (both K-12 or non K-12) with over 15,000 employees.

Account Service

1. Outline how your firm can provide services related to requirements outlined in this RFI.

2. Describe your firm’s approach for managing annual renewals and corresponding negotiating process for products, including but not limited to:

o Disability programs http://www.gcpsk12.org/Page/24587 http://www.gwinnett.bonfirehub.com/ https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities http://www.gwinnett.bonfirehub.com/ https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities o Life insurance o FSA programs o Leave of absence and FMLA administration o COBRA administration o Supplemental benefits o Employee Assistance Programs (EAP)

Include specific details as it relates to:

a. Strategy & cost control

b. Pre-renewal planning

c. Renewal negotiation

d. Marketing strategies

e. Final negotiation & new vendor selection

3. Describe your firm’s capabilities and resources for employee communications related to:

o Open enrollment o Qualifying events o New hire onboarding

4. Specify the services your firm will provide to assist during the enrollment process.

5. Explain how your firm helps resolve administrative or technical issues with vendors. Include metrics for resolving concerns.

6. Describe how your firm will aid in the transition of services.

7. Can your firm conduct a benefits survey to compare local districts and organizations of similar size, and provide recommendations?

Actuarial and Financial Support

1. Describe the analytical capabilities/tools your firm will provide to assist with plan management. Include, in detail:

o Standard financial reporting provided to clients o Resources for ad hoc reporting requirements

2. What actuarial resources will your firm provide as part of the services offered?

3. Indicate whether your firm offers compensation (base and total compensation) survey analysis.

Legislative & Compliance Support

1. Describe how your firm monitors federal and state legislative and regulatory developments and how this information is communicated to clients.

2. Indicate whether your firm has in-house legal advisors who provide counsel to your clients.

3. Detail specific resources your firm has in place to assist clients with evolving legislation as it relates to

Health & Welfare benefits, leave of absence and FMLA.

4. Describe the assistance your firm provides with preparation and filing of any governmental forms, such as

Form 5500. Clearly outline included services.

Compensation

1. Provide your firm’s proposed fee structure for all services described in this request. Include compensation expectations for any special projects outside of overall services in the request.