10-RFP 26-017KB Benefits Management Consulting Services-Scope of Work.pdf

Rev 5/31

Fort Bend Independent School District

REQUEST FOR PROPOSAL

Benefits Management Consulting Services

RFP NUMBER 26-017KB

PROPOSAL OPEN DATE: Thursday, August 21, 2025

PROPOSAL CLOSE DATE: Monday, September 15, 2025

TIME: 2:00 PM CST

SUBMIT PROPOSAL PACKET THROUGH

FBISD BID Portal: https://fortbendisd.bonfirehub.com https://fortbendisd.bonfirehub.com/

Benefits Management Consulting Services

BACKGROUND

Fort Bend ISD (FBISD) is a K-12 public school district in Fort Bend County serving a student enrollment of over 80,000. The district currently consists of 83 campuses and multiple administrative sites. The intention of this Request for Proposal (RFP) is to solicit proposals for Benefits Management Consulting Services.

PRE-PROPOSAL MEETING:

A pre-proposal conference will be held on Tuesday, September 2, 2025 at 10:00 AM CST.

meeting will be held virtually using Microsoft Teams. Proposers are highly encouraged to attend to have a better understanding of the requirements of this Request for Proposal (RFP).

Link to join the meeting: Join the meeting now

QUESTIONS AND ANSWERS:

Questions or clarifications regarding this RFP should be submitted through e-bidding portal Ask a Question section by Thursday, September 4, 2025 at 10:00 AM CST. Questions received by the deadline, along with corresponding answers, will be included in an Addendum and posted on Bonfire. Messages cannot be sent after the Q&A deadline. Vendors are responsible for checking for addenda and obtaining them through the portal before submitting their proposal. Vendors shall acknowledge receipt of each addendum by submitting a signed copy with their proposal.

DEMONSTRATIONS/INTERVIEWS

The Evaluation Committee will review submissions and reserve the right to create a short list of vendors based on the factors used to evaluate proposals. Product Demonstrations/Interviews may be scheduled with the short-list vendors. The District reserves the right to use the same weight factors for Product Demonstrations/Interviews as in the Evaluation Criteria or adapt new factors.

SPECIAL NOTE

Please be reminded that all Fort Bend ISD campuses and departments are tobacco, drug, and weapon free facilities. Vendors are responsible for the conduct of their employees and adherence to Fort Bend ISD building policies. No work shall interfere with school or system activities or environment unless permission is given by the District.

For the purposes of pre-proposal and demonstrations, persons with disabilities requiring special accommodation should contact Kathleen Booker FBISD Senior Buyer at 281-634-1805 or kathleen.booker@fortbendisd.gov, at least two (2) days prior to the conference.

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GENERAL SOLICITATION TERMS AND REQUIREMENTS

This solicitation shall be governed by the documents incorporated and the general provisions posted on the FBISD website. A copy may be obtained at https://www.fortbendisd.com/General- Provisions-for-Purchasing-Solicitations-and-Contracts.pdf or by contacting the Fort Bend ISD Buyer for this solicitation.

Proposers are required to respond to all requests outlined in this RFP. By submitting a proposal, each Proposer affirms that they have reviewed and agree with the agreement for services, general provisions, terms, specifications, and requirements stated in this RFP. The submission of a proposal constitutes the proposer’s acceptance of and agreement to the terms and conditions of this Request for Proposal. Proposers are required to sign the Vendor Acknowledgement Form to confirm their assent to the terms and conditions.

Proposers are required to sign the Vendor Acknowledgement Form to confirm their assent to the terms and conditions.

Only authorized dealers may bid on requested equipment. At the discretion of FBISD, a certificate, executed by the manufacturer, may be requested stating that the bidder is an authorized agent of the manufacturer and is duly authorized to sell, service, and maintain the equipment.

The terms, conditions, specifications, and requirements in this RFP, along with any issued Addenda, will become part of the Agreement between FBISD and the Vendor. The selected Vendor will be required to execute a written contract for all goods, services, and deliverables required under the Agreement. No Vendor will acquire any rights or interest until the District executes the Agreement. The District reserves the right to modify Agreement terms if deemed in FBISD’s best interest and do not substantially change the scope of the Board award. FBISD does not sign Vendor contract forms. If a vendor requests changes to the District’s standard Agreement form after a project is awarded, the District reserves the right to cancel the award and re-award the project to an alternate Vendor. If a Vendor requires the execution of a license agreement or additional contract documents, the District may reject, review or amend them at its discretion.

The contract will be for three (3) years, with an option for the District to renew for two (2) additional one-year terms or as otherwise specified in the Agreement.

FBISD reserves the right to waive minor technical defects in proposals, reject any or all proposals or parts thereof, advertise for new proposals, or make purchases on the open market if better prices or services are available. The District may also award contracts that are in its best and most advantageous interest and reserves the right to waive or take exception to any specifications when in the best interest of FBISD.

All Fort Bend ISD solicitations and addendums can be accessed on Bonfire e-bidding portal at https://fortbendisd.bonfirehub.com PLEASE NOTE THAT IT IS THE RESPONSIBILITY OF THE

PROPOSER TO CHECK FOR ANY ADDENDUM ON FBISD BONFIRE ELECTRONIC

BIDDING SYSTEM PRIOR TO SUBMITTING A PROPOSAL.

https://www.fortbendisd.com/cms/lib/TX01917858/Centricity/Domain/44/General%20Provisions%20for%20Purchasing%20Solicitations%20and%20Contracts.pdf https://www.fortbendisd.com/cms/lib/TX01917858/Centricity/Domain/44/General%20Provisions%20for%20Purchasing%20Solicitations%20and%20Contracts.pdf

Compliance with Gov’t Code 552.372: The requirements of the Texas Public Information Act, Chapter 552 of the Texas Government Code, Subchapter J, may apply to this bid or contract if it is valued at more than $1 million. The contractor or vendor agrees the contract can be terminated if the contractor or vendor knowingly or intentionally fails to comply with a requirement of that subchapter, including the preservation of all “contracting information” (as defined in 552.003) and the provision, upon request of the governmental entity with whom you are contracting, of all contracting information. Contracting information includes, but is not limited to, records, communications and other documents related to the bids process, contract, payments, receipts, scope of work/services, and performance. Therefore, FBISD must and will provide all procurement and bid submittal information to any third-party that submits a Public Information Act request for the documents, with the exception of vendor financial statements.

INTERLOCAL AGREEMENTS WITH OTHER SCHOOL DISTRICTS THROUGH

THE CENTRAL TEXAS PURCHASING ALLIANCE

A. Membership. Fort Bend Independent School District is a member in good standing of the Central Texas Purchasing Alliance (CTPA / txctpa.org), an alliance of over 40 school districts in Texas representing over a million students, sharing information, documents, services and contractual opportunities. CTPA is an alliance created in accordance with Section 791.001 of the Texas Government Code through interlocal agreements.

B. Adoption of Awarded Contracts. In support of this collaborative effort, all awards made by Fort Bend Independent School District may be adopted by other active CTPA member districts. By adopting a contract from another CTPA member district, the adopting district has met the competitive bidding requirements established by the Texas Education Code, Section 44.0331(a)(4) and as required by the adopting district’s policies. There is no obligation on either party to participate unless both parties agree. The goods and services provided under the contract will be at the same or better pricing and purchasing terms established by the originating district.

ELECTRONIC COMMERCE:

Fort Bend ISD uses PeopleSoft as its financial software system. Vendors will have e-commerce capability to interface with PeopleSoft for electronic ordering capabilities. FBISD may implement electronic commerce capability for awarded vendors. All orders would then be sent to the awarded vendor electronically, thus significantly reducing the order processing lead-time. Vendors will enable electronic commerce (Punch-out or catalog) capabilities to enable the district to purchase goods electronically from an awarded vendor’s website with contracted prices and discounts thereby facilitating a shopping cart experience similar to Internet shopping. If enabled the vendor will be responsible for updating their electronic catalog.

VENDOR COMMUNICATION:

Communication between the Purchasing Department and vendors is imperative and encouraged.

Steps must be taken, however, to maintain a fair and equitable opportunity to compete for all vendors and avoid any appearance of favoritism. To protect the integrity of the process, the following guidelines apply once the solicitation is issued:

1. Communication regarding this RFP with district employees, staff, consultants, or Board members, other than the assigned Buyer listed, is strictly prohibited and may result in disqualification.

2. All requests for clarifications, additional information, or questions must be submitted in writing to the Assigned Buyer during the Question-and-Answer period as outlined in the solicitation document.

3. All responses to inquiries and any necessary corrections to the solicitation will be communicated through the addendum process by the Assigned Buyer.

By adhering to these guidelines, the District ensures a “level playing field” among all eligible vendors throughout the solicitation process.

EVALUATION CRITERIA

The award of this contract will not be based solely on price. Rather, Fort Bend ISD will award the contract on the basis of “best value”, considering all applicable mandatory evaluation factors listed in Texas Education Code Section 44.031. Proposals will be evaluated using the criteria outlined below. Fort Bend ISD reserves the right to award the contract in a manner that best meets the District’s needs, including by section, line item, group, single award, dual award, or multiple awards.

Evaluation Criteria Point System

Purchase price

• Offer a fair and reasonable price for goods and services to be procured by Fort Bend ISD.

• Pricing will be evaluated for reasonableness relative to the goods and services offered by each proposer.

• Pricing will be evaluated for reasonableness relative to the proposed approach, to ensure alignment with the District’s requirements and successful contract performance.

10 points

Reputation of the Vendor and of the Vendor’s goods or services

• Vendor should have a solid reputation with other ISD’s, government or Collegiate entities demonstrating high-quality services and excellent customer service

• Proven success using the services in school districts or similar organizations. References will be contacted via email with a deadline;

references not received may result in point deductions.

25 points

3 Quality of the Vendor’s goods or services

• Service capabilities

• Experience and competence in dealing with large school districts

• Proven ability to deliver high-quality services through strong customer service.

• Demonstrated competence and experience, etc.

• Relevant experience

• Key personnel

• Responsiveness to the RFP Request

25 points

4 Extent to which the goods or services meet the district’s needs

• Understanding of the scope of services to be performed

• Relevance of Services- alignment with the district’s benefits strategy, programs, and goals.

• Customization/Flexibility-ability to tailor solutions to the district’s unique requirements, including specific employee demographics or organizational needs.

• Scope of Services- range of services offered including plan design, compliance, and vendor management.

• Innovation/Best Practices-incorporation of current industry best practices, creative solutions, or innovative approaches to benefits management.

• Regulatory Compliance & Risk Management-ability to ensure services meet legal and regulatory requirements, reducing risk for the district.

• Technology/Reporting Capabilities-availability of tools, dashboards, and reporting that support decision-making and service delivery.

30 points

5 Vendor’s past relationship with the district For reference Vendors should list examples of past work experience:

• Projects or contracts of similar services with the District.

• Projects or contracts of similar services with K–12 districts of comparable or larger size.

• Projects or contracts of similar services with businesses or universities of comparable size.

5 points

6 Long-term cost to the district to acquire the Vendor’s goods or services Other fees or additional costs.

5 points

7 Vendor’s Principal place of business is in the state of Texas or employs 500 people in this state.

0 points

Service Agreement:

• Extent to which the vendor agrees to our Standard Form of Agreement by signing the Vendor Acknowledgement Form, vendor assent to the Terms and Conditions of Fort Bend ISD.

Pass/Fail

9 The impact on the ability of the district to comply with laws and rules relating to Historically Underutilized Businesses (HUB). N/A

TOTAL 100 points

SOLICITATION SCHEDULE:

Fort Bend ISD anticipates the following schedule for this RFP. Dates are estimated and may change.

Activity Date

1. Job starts to advertise (1st run) Thursday, August 21, 2025

2. Job advertises (2nd run) Thursday, August 28, 2025

3. Pre-Proposal Meeting

10:00 AM CST Tuesday, September 2, 2025

4. Vendor Questions Due 10:00 AM CST Thursday, September 4, 2025

5. Proposal Due Date 2:00 PM CST Monday, September 15, 2025

6. Presentations/Interviews Wednesday, September 24, 2025

7. Presentation to the Board of Trustees Tentative – November 2025

8. Awards will be posted in the Bonfire Portal fortbendisd.bonfirehub.com/past Opportunities Tentative – November 2025

SPECIAL TERMS AND CONDITIONS

PERFORMANCE CRITERIA:

Vendors’ performance will be evaluated on a quarterly basis at the discretion of the district. These evaluations will play a critical role in determining whether to continue with the contract. Key performance indicators and criteria will be assessed to ensure vendors meet the district's standards and expectations. Consistently poor performance, failure to meet outlined criteria, or significant deviations from agreed-upon standards and terms may result in the cancellation of the contract.

This process will uphold accountability and ensure that the highest quality of service is provided to the district.

READ THIS DOCUMENT CAREFULLY.

DO NOT ASSUME THAT IT IS THE SAME AS OTHER SIMILAR DOCUMENTS

YOU MAY HAVE SEEN, EVEN IF IT WAS ISSUED BY FBISD.

PROPOSAL SUBMISSION REQUIREMENT

Fort Bend ISD will accept proposals submitted electronically through the designated e-submission portal at https://fortbendisd.bonfirehub.com until Monday, September 15, 2025, 2:00 PM CST.

To ensure a uniform review process and maximize comparability, all requested information must be submitted in the manner specified in this RFP. All proposal documents, including Questionnaires and the Pricing BidTable, should be completed and uploaded in the designated sections of the portal as part of the proposal submission. Failure to submit documents in the correct location may result in them being overlooked and could affect the evaluation of your proposal.

Complete and upload the Requested Documents in the designated sections of the submission portal:

• Proposal Submission o Scope of Services/Proposal Narrative o Addendum/Questions and Answers (Q&A) o Proposal Questionnaire (Q-34MQ) o Project Information Questionnaire (Q-34MU) o Reference Questionnaire(Q-03QU)

• Cost Proposal

• Forms o 1295 Form: Complete at https://www.ethics.state.tx.us https://fortbendisd.bonfirehub.com/portal/?tab=pastOpportunities https://www.ethics.state.tx.us/ o Conflict of Interest Questionnaire (CIQ) o Vendor Acknowledgement Form o Suspension and Debarment Certification

• Sample Documents (provided as examples; vendor will be required to sign/submit upon award notification) o Agreement for Services o EDGAR Certification o Data Protection Addendum (DPA) o Insurance Requirements

Please note: All forms must be uploaded to the specific slot assigned in the proposal submission portal. Forms requiring signatures must be signed. Failure to submit the requested documents in the correct slot may result in the documents being overlooked and your proposal being deemed non-responsive.

Proposal Questionnaire Download and complete the Proposal Questionnaire in its entirety. Any missing information will result in the questionnaire being considered incomplete

Insurance Requirement:

Vendors must submit a Certificate of Insurance (COI) as outlined in the solicitation upon award notification. Coverage must be effective from the contract start date and maintained throughout the contract term. Failure to maintain required insurance may result in non-renewal of the contract.

Submission Upload:

The District will only accept proposals submitted through FBISD electronic bidding portal Bonfire at https://fortbendisd.bonfirehub.com

Proposals must be uploaded, submitted, and finalized no later than: Monday, September 15, 2025 at 2:00 PM CST Proposals received after the deadline will not be accepted.

To prepare your submission, download all required files under the Supporting Documentation section in Bonfire, complete the necessary forms, and upload them under the Requested Information section.

We strongly recommend starting the upload process at least one (1) day before the deadline to ensure ample time for submission. Once your proposal is finalized, confirm your submission status as “Submission Complete” in Bonfire. After the deadline, no changes to submitted documents will be allowed.

It is the vendor’s sole responsibility to ensure timely submission. FAXED OR E-MAILED

SUBMISSIONS WILL NOT BE ACCEPTED.

The public bid opening will be conducted via Teams. To join this meeting, click the link below or copy and paste into your browser, and follow the instructions from Microsoft Teams using the information provided: Join the meeting now https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDZlYzlkNjQtMzZiMS00OGYwLWE1ZjgtODU4MGNmY2Q4ZTE5%40thread.v2/0?context=%7b%22Tid%22%3a%22497d6241-391a-4277-91ac-bdd2a99f7054%22%2c%22Oid%22%3a%22c809e571-7db0-4353-8079-72c4b72a1d04%22%7d

SCOPE OF WORK

Overview:

Fort Bend Independent School District (FBISD) is soliciting proposals from qualified vendors to provide Benefits Management Consulting Services. The District seeks a consultant to provide benefits consulting services, including but not limited to exploring the benefits market, evaluating plan options, and recommending the most effective strategies to meet the District’s needs. The selected consultant will support plan design, ensure compliance with applicable regulations, assist with vendor management, and provide reporting and guidance to help the District maintain a competitive and cost-effective benefits package for its employees.

Detailed Responsibilities:

The selected Benefits Management Consultant will assist the District in the review of the District’s risk portfolio, necessary specifications and plan design for the following insurance policies and any other coverage the District deems appropriate.

• Health Stop Loss Coverage

• Group Health Plan TPA Services

• Benefits Plan Risk Management Services

• Group Retirement Management Services

• Group Voluntary Products

• Self-Funded Group Health Plans

The vendor shall, as requested by District designees, represent the District in all phases of their insurance program. The Consulting Service shall review and analyze proposals from competing insurance companies and third party administrators and assist the District in the selection thereof.

This includes conference calls to clarify responses, negotiations on specific contract language and costs, and submission of a spreadsheet analysis for comparison and review on all proposing insurers. It should be expressly understood that no insurance contract can be bound until the District’s Board of Trustees approve and act in their official capacity/

The vendor will also manage the notification and procedural changes when a new insurer is selected and approved, must be available to serve the District on all Employee Benefits risk finance options, and must also provide services for related issues on such projects as the District may request, such as:

• Identifying appropriate markets for specialty coverage

• Reviewing contractual language

• Assessing financial strength and stability of insurance companies

• Developing loss reporting specifications

• Updating any statutory changes

• Assisting in loss control, claims management and analysis

• Interpreting actuarial reports

• Manage retirement administration, testing, compliance, contribution optimization, etc.

PROPOSAL SUBMISSION REQUIREMENT:

To ensure your proposals are considered, vendors must carefully review this RFP and submit a complete response in the required format. Proposals must include all requested documents and information and comply with the terms and conditions outlined herein. The following section corresponds to the Evaluation Criteria. Failure to provide a complete response or to comply with RFP requirements may result in disqualification.

I. Detailed Scope and Narrative of Proposed Services Each proposal shall include the following in the order listed:

1. Cover Letter-Brief introduction of the firm, primary contact information, and acknowledgment of understanding the scope of work.

2. Executive Summary-Overview of the firm’s approach, key differentiators, and understanding of the District’s needs.

3. Background information including history, corporate structure, office locations, years in business, and relevant certifications. Include the total number of personnel dedicated to delivering the services outlined in this RFP.

4. Key Personnel-Resumes or professional summaries for all proposed staff, highlighting relevant expertise, education, and experience as it pertains to this project.

5. Technical Approach/Work Plan-Detailed description of methodology and strategies for delivering the requested services, including plan design, compliance oversight, vendor management, and reporting. Include examples of similar work completed for public sector clients or comparable organizations.

6. Market Analysis & Strategy Capabilities-provide a narrative demonstrating your ability to analyze the benefits market, evaluate options, and recommend cost-effective, competitive solutions.

7. Technology & Reporting Tools- Provide a description of the platforms, dashboards, and reporting tools your organization uses to support decision-making and service delivery.

8. Compliance & Risk Management-Provide a description of your firm’s approach to ensuring adherence to applicable regulations, mitigating risk, and maintaining legal and fiduciary standards.

9. Portfolio/Work Samples-Provide examples of previous projects or deliverables that demonstrate your firm’s expertise and capabilities in benefits consulting services.

II. References Information Form

a. Vendors must provide contact information for five (5) client references for similar projects completed within the last five (5) years, including at least three (3) from clients listed in the Project Information Sheet. References must attest to the quality, timeliness, and outcomes of your work, cannot be FBISD employees, and should be aware they may be contacted. Submit all information using the Reference Questionnaire (Q-03QU). Incomplete or inaccurate submissions may negatively affect scoring.

III. Project Information Sheet

a. List three (3) projects completed within the last five (5) years that are similar in scope to the services requested in this RFP. FBISD may be included if similar services were provided.

b. For each project, provide:

1. A brief description of the services provided.

2. Contract information (e.g., start and end dates, contract number, and title)

3. Explanation of why the experience is relevant to the services requested in this RFP.

4. Client contact information.

c. Submit all information using the Project Information Sheet (Q-34MU).

d. The District reserves the right to consider additional information or references to verify the vendor’s ability to perform the requested services.

IV. Cost Proposal Submission

a. Offer a fair and reasonable price for the goods and services requested by Fort

Bend ISD.

b. Pricing will be evaluated for fairness and reasonableness relative to the services offered and the proposed approach, ensuring alignment with the District’s requirements and successful contract performance.

c. Proposals that do not meet the technical requirements or performance assurances may be deemed non-responsive or scored lower; lower-priced proposals that fail to meet RFP requirements may be excluded from award consideration.

d. List any additional costs or fees.

e. All pricing is subject to negotiation by Fort Bend ISD.

V. Required Forms Download, complete, sign, and upload the following forms under their respective sections:

a. 1295 Form

b. Conflict of Interest Questionnaire (Form CIQ)

c. Vendor Acknowledgement Form

d. Suspension and Debarment Certification

VI. Agreement for Service, Data Protection Addendum (DPA) and COI

a. Upon award notification, vendors must sign the FBISD Agreement for Services, EDGAR Form, and Data Protection Addendum (DPA), and submit a valid Certificate of Insurance (COI) via DocuSign. After proposal evaluation, the recommended vendor(s) will be required to execute any additional FBISD contract documents. Following Board approval, the District will return the fully executed Service Agreement through DocuSign.

b. The DPA applies to all software, web-based resources, online subscriptions, training, support, implementation, and/or services provided by the vendor that involve staff or student information shared with the District.

c. Insurance requirements are as outlined in the Insurance Requirements Exhibit.