2-LCSD Benefits Broker Consultant RFP (1).pdf

Logan City School District Request for Proposals:

Employee Benefits Consulting and Insurance Brokerage Services

Issue Date: October 5, 2026 Proposal Due: November 6, 2026

TABLE OF CONTENTS

Section 1 — Introduction and Purpose 5

1.1 Invitation to Propose 5

1.2 Purpose of the RFP 6

1.3 District Objectives 6

1.5 Resulting Agreement 7

Section 2 — District Background 8 Section 3 — Current Benefits Program 9

3.1 Overview 9

Logan City School District provides a comprehensive employee benefits program to eligible employees and their dependents. The District’s benefits program includes medical coverage and a variety of ancillary and voluntary benefit offerings. 9 The District periodically reviews its benefit plans, funding arrangements, carrier and vendor relationships, employee contributions, and overall benefits strategy to balance the needs of employees with the District’s responsibility to manage costs and maintain long-term financial sustainability. 9 The information provided in this section is intended to give proposers a general understanding of the District’s current benefits program. Additional plan documents, enrollment information, rates, claims information, and other relevant data may be provided as attachments to this RFP or made available during the procurement process as determined appropriate by the District. 9

3.2 — Current Benefit Offerings 9

3.3 — Medical Plan and Funding Arrangement 10

3.5 — District and Employee Contributions 11 Medical Coverage 12 The monthly premium rates shown above are charged for nine (9) months of the year, with the annual premium cost spread over twelve (12) months for payment purposes.

Proposers should account for this structure when calculating or analyzing annual plan costs. 12 Medical Coverage Waiver Contribution 12 Other District-Paid Benefits 12 Employee-Paid Benefits and Accounts 13

3.6 — Available Benefits Information and Data 13 Section 4 — Scope of Services 14

4.1 — General Expectations 14

4.4 — Financial Analysis and Cost Management 16

4.6 — Employee Service and Advocacy 18

4.8 — Compliance and Regulatory Support 20

4.9 — Data, Reporting, and Technology 22

District Ownership and Portability of Data 22 All District-specific data, reports, records, and information provided by the District or obtained or developed on the District’s behalf in connection with the consultant/broker’s services shall remain available to the District, subject to applicable law and contractual requirements. The consultant/broker shall not unreasonably restrict the District’s access to or use of its information. 23 Upon expiration or termination of the consultant/broker relationship, the consultant/broker shall cooperate in the orderly transition of District information and provide District-owned or District-specific data and records in a reasonably usable electronic format. The consultant/broker shall identify in its proposal any proprietary systems, reports, methodologies, or other materials that would not transfer to the District or a successor consultant/broker. 23 Reporting frequency 23

4.10 — Wellness and Employee Engagement 23

4.11 — Voluntary/Worksite Benefits 24

4.12 — Ongoing Service and Account Management 25

Section 5 — Minimum Qualifications 26

5.1 Minimum Proposer Qualifications 26

5.3 Verification of Minimum Qualifications 27

Section 6 — Proposal Requirements 28

6.1 Proposal Format and Organization 28

6.2 Executive Summary 29

Comparable clients 29

6.5 Service Approach and Scope of Services 30

6.6 Strategic Approach and Initial Assessment 31

6.7 — Employee Service and Account Management Approach 31

6.8 — Compliance Resources 32

6.9 — Technology, Reporting, and Data Security 33

Data Security and Privacy 34 Data Ownership, Access, and Portability 35 Sample reports and demonstration 35

6.10 — References 35

6.11 — Conflicts, Affiliations, and Compensation Disclosure 36

Estimated Annual Compensation 37 Changes During the Contract 37

6.12 — Fee/Compensation Proposal 38

6.12.1 Proposed Compensation Structure 38

6.12.3 Services Included in Proposed Compensation 40

6.12.4 Additional or Optional Services 40

6.12.6 Alternative Compensation Proposal 40

6.13 — Exceptions and Additional Services 40

6.13.1 Exceptions to RFP Requirements 40

6.13.2 Additional or Value-Added Services 41

6.13.3 Subcontractors and Third-Party Resources 41

6.14 — Required Certifications and Signature 42 Proposal Certification 42

Section 7 — Evaluation and Selection Process 43

7.1 Initial Review and Minimum Qualifications 43

100 Point Evaluation Matrix 44 Separate Evaluation of Compensation 45 The Compensation and Overall Value criterion will be evaluated separately from the remaining written proposal criteria. The individual(s) assigned to evaluate the Compensation and Overall Value portion of the proposal will not evaluate or score the remaining written proposal criteria. Likewise, members of the technical proposal evaluation committee will not evaluate or score the Compensation and Overall Value criterion. 45 The District will combine the technical proposal score and compensation score to determine each proposer’s total written proposal evaluation score out of 100 possible points.

7.2.1 Firm Qualifications and Relevant Experience — 15 Points 45

7.2.2 Proposed Service Team — 20 Points 45

7.2.3 Service Approach and Scope of Services — 20 Points 45

7.2.4 Strategic Approach and Initial Assessment — 15 Points 46

7.2.5 Employee Service and Account Management — 10 Points 46

7.2.6 Compliance, Technology, Reporting and Other Resources — 5 Points 46

7.2.7 Compensation and Overall Value — 15 Points 46

7.5 References and Due Diligence 48

7.6 Selection and Negotiation 49

7.7 District Rights 49

Section 8 — RFP Schedule and Administrative Requirements 49

8.1 RFP Schedule 49

8.2 Questions and Requests for Clarification 51

8.3 Communications Regarding the RFP 51

8.4 Proposal Submission 51

8.5 Proposal Validity 52

8.6 Addenda 53

8.7 Costs of Proposal Preparation 53

8.8 Public Records and Confidential Information 53

8.9 District Use of Proposal Information 53

8.10 Contract Term 54

8.11 Contract Award and Execution 54

8.12 Transition and Implementation 54

Section 9 — Contract Terms and Conditions 54

9.1 Agreement and Order of Precedence 54

9.2 Compliance with Applicable Law 55

9.3 Independent Contractor 55

9.4 Licenses and Professional Qualifications 55

9.5 Insurance Requirements 55

9.6 Indemnification and Governmental Immunity 56

9.7 Confidentiality, Privacy, and Data Security 56

9.8 Records and Audit 56

9.9 Conflicts of Interest and Compensation Disclosure 57

9.10 Assignment and Subcontracting 57

9.11 Key Personnel 57

9.12 Termination 58

9.13 Transition Upon Expiration or Termination 58

9.14 Nondiscrimination and Equal Opportunity 58

9.15 Governing Law and Venue 58

9.16 Funding and Non-Appropriation 59

9.17 Additional Contract Requirements 59

Section 10 — Attachments and Required Forms 59

10.1 RFP Attachments 59

Informational Attachments 59

10.2 Required Proposal Forms 60

10.3 Additional Information Requests 61

10.4 Accuracy and Changes in Information 61

10.5 Incorporation into Final Agreement 61

FORM 1 — PROPOSER INFORMATION AND MINIMUM QUALIFICATIONS CERTIFICATION

FORM 2 — PROPOSED SERVICE TEAM 67

FORM 3 — COMPARABLE CLIENT EXPERIENCE AND REFERENCES 74

FORM 4 — CONFLICTS, OWNERSHIP, AFFILIATIONS, AND COMPENSATION DISCLOSURE

FORM 5 — FEE/COMPENSATION PROPOSAL 87

FORM 6 — EXCEPTIONS AND ADDITIONAL SERVICES 95

FORM 7 — PROPOSAL CERTIFICATION, SIGNATURE, AND ADDENDA

ACKNOWLEDGMENT 101

Section 1 — Introduction and Purpose

1.1 Invitation to Propose

Logan City School District (“District” or “LCSD”) invites qualified employee benefits brokers and consultants (“Proposer”) to submit proposals to provide comprehensive employee benefits brokerage, consulting, strategic advisory, and related services to the District.

The District seeks to establish a relationship with a highly qualified, experienced, and independent benefits consultant that will serve as a strategic partner to the District in the management and continued development of its employee benefits program.

The selected Broker/Consultant will be expected to provide proactive, objective, and data-informed guidance; assist the District in effectively managing benefit costs; support competitive procurement and negotiation with insurance carriers and benefit vendors; provide regulatory and compliance support; and help the District deliver a high-quality benefits program to its employees and their families.

1.2 Purpose of the RFP

The purpose of this Request for Proposals (“RFP”) is to identify and select a Broker/Consultant capable of providing the expertise, resources, service, technology, analytics, market knowledge, and strategic guidance necessary to support the District’s employee benefits program.

Through this RFP, the District intends to evaluate not only each Proposer’s ability to provide traditional insurance brokerage services, but also its ability to function as a comprehensive employee benefits consultant and strategic advisor.

The District is particularly interested in a Broker/Consultant that demonstrates:

● Significant expertise in public-sector employee benefits;

● Experience serving school districts and other governmental employers;

● Strong knowledge of the Utah insurance and employee benefits marketplace;

● A proactive approach to benefits strategy and long-term cost management;

● Demonstrated ability to analyze available claims, utilization, financial, and benefits data and translate that information into actionable recommendations;

● Strong carrier and vendor negotiation capabilities;

● Expertise in benefits compliance and regulatory matters;

● Effective employee communication, education, enrollment, and administrative support;

● Access to appropriate technology, analytics, benchmarking, and decision-support resources;

● A commitment to transparency regarding compensation, commissions, incentives, and potential conflicts of interest;

● A service model that provides responsive and consistent support to District administration and employees; and

● A commitment to representing the District’s interests in dealings with insurance carriers, administrators, and other benefit vendors.

1.3 District Objectives

The District’s objective is not simply to procure insurance brokerage services. LCSD seeks a long-term strategic partner capable of helping the District evaluate its current benefits program, identify opportunities for improvement, anticipate emerging challenges, and make informed decisions that balance:

● Fiscal responsibility and long-term sustainability;

● Competitive and meaningful employee benefits;

● Recruitment and retention considerations;

● Employee and dependent needs;

● Effective plan design and cost management;

● Administrative efficiency;

● Regulatory compliance; and

● High-quality service to employees and the District.

The selected Broker/Consultant will be expected to bring forward recommendations and opportunities proactively rather than relying solely upon the District to identify issues or request assistance.

1.4 Independence and Objectivity

The District expects the selected Broker/Consultant to provide objective advice based upon the needs and best interests of LCSD.

Proposers must disclose financial relationships, compensation arrangements, carrier or vendor incentives, affiliations, and other actual or potential conflicts of interest as required by this RFP.

The District does not necessarily prohibit commission-based compensation. However, all compensation associated with the District’s account must be fully disclosed and transparent and will be considered as part of the total cost of brokerage and consulting services.

The District reserves the right to negotiate the method of compensation and to require commissions or other compensation attributable to the District’s account to be credited against negotiated consulting fees.

1.5 Resulting Agreement

The District anticipates entering into an agreement with the successful Proposer for an initial term of two (2) years, with the option for the District to renew the agreement for up to three (3) additional one-year periods, subject to satisfactory performance, continued need, available funding, and mutual agreement as applicable.

The issuance of this RFP does not obligate the District to award a contract. The District reserves all rights identified in this RFP and applicable procurement requirements.

Section 2 — District Background

Logan City School District (“District” or “LCSD”) is a public school district located in Logan, Utah.

The District serves students and families throughout Logan City and operates elementary, middle, and high school programs, as well as additional educational and support services.

LCSD employs licensed educators, administrators, classified employees, and other support personnel who collectively serve the educational needs of the District’s students. As a public employer, the District is committed to providing competitive and sustainable employee benefits while maintaining responsible stewardship of public funds.

The District provides a comprehensive benefits program to eligible employees and their dependents. LCSD continually evaluates its benefit offerings, costs, employee needs, market conditions, and available options to ensure its benefits program remains financially sustainable and supports the District’s ability to recruit and retain high-quality employees.

Through this RFP, LCSD is seeking an employee benefits consultant and insurance broker that will function as a strategic partner to the District. The selected firm will be expected to bring public-sector and employee-benefits expertise, proactive consultation, market knowledge, data-driven analysis, regulatory guidance, effective carrier and vendor management, and a high level of service to District administration and employees.

District Snapshot

District Information Current Information

Student Enrollment 5146

Total Employees 895

Benefits-Eligible Employees 445

Elementary Schools 6

Middle Schools 1

High Schools 1

Other District Facilities/Programs 2

Section 3 — Current Benefits Program

3.1 Overview

Logan City School District provides a comprehensive employee benefits program to eligible employees and their dependents. The District’s benefits program includes medical coverage and a variety of ancillary and voluntary benefit offerings.

The District periodically reviews its benefit plans, funding arrangements, carrier and vendor relationships, employee contributions, and overall benefits strategy to balance the needs of employees with the District’s responsibility to manage costs and maintain long-term financial sustainability.

The information provided in this section is intended to give proposers a general understanding of the District’s current benefits program. Additional plan documents, enrollment information, rates, claims information, and other relevant data may be provided as attachments to this RFP or made available during the procurement process as determined appropriate by the District.

3.2 — Current Benefit Offerings

Logan City School District currently offers eligible employees a comprehensive benefits program consisting of employer-paid, employee-contribution, and voluntary employee-paid benefit options. The District’s current benefit offerings are summarized below.

Benefit Current Carrier/Administrator

Current Arrangement

Medical – Plan 1 MotivHealth 100% District-Paid

Medical – Plan 2 MotivHealth District and Employee Contribution

Dental Samera Health 100% Employee-Paid

Vision Samera Health 100% Employee-Paid

Health Savings Account

(HSA)

MotivHealth HSA Employee Contributions; District waiver contribution when applicable

FSA / LPFSA / DCAP National Benefit Services Employee-Funded

Basic Life and AD&D New York Life 100% District-Paid

Voluntary Supplemental Life and AD&D

New York Life Employee-Paid

Long-Term Disability New York Life 100% District-Paid

Employee Assistance and Wellness Support

New York Life Group Benefit Solutions

Included with District insurance package

Voluntary Worksite Products

The District also makes available several voluntary worksite products. These products are employee-paid and currently include:

Provider Product/Arrangement

MetLife Pet Insurance

AFLAC Voluntary Worksite Products

Horace Mann Voluntary Worksite Products

Washington National Voluntary Worksite Products

American Fidelity Voluntary Worksite Products

Globe Life Individual voluntary products; employees enroll directly with provider;

District does not administer enrollment

The identification of current carriers, administrators, and vendors is provided for informational purposes and should not be interpreted as a requirement that the selected consultant/broker maintain the District’s existing carrier or vendor relationships.

3.3 — Medical Plan and Funding Arrangement

Logan City School District currently offers two fully insured medical plan options through MotivHealth.

One medical plan is provided to eligible employees with 100% of the applicable premium paid by the District, regardless of coverage tier. This includes employee-only and applicable dependent coverage tiers. A second medical plan is also available to eligible employees and requires an employee premium contribution based on the coverage tier selected.

The District seeks to maintain a competitive and financially sustainable medical benefits program and expects the selected consultant/broker to regularly evaluate plan performance, market competitiveness, plan design, funding alternatives, carrier options, and opportunities to manage both District and employee costs.

3.4 — Employee Eligibility and Enrollment

Employees who regularly work 30 or more hours per week are eligible to participate in Logan City School District’s employee benefits program, subject to the eligibility provisions and requirements of the applicable benefit plans.

The District currently has approximately 445 benefits-eligible employees. Of those employees, approximately 319 are enrolled in one of the District’s two fully insured medical plans through MotivHealth, as summarized below:

Medical Plan Current Enrollment

100% District-Paid Medical Plan

Employee-Contribution Medical Plan

Total Medical Enrollment

The District’s benefit plan year runs from September 1 through August 31

To provide proposers with additional information regarding the District’s current enrollment profile, medical enrollment by coverage tier is summarized below:

Coverage Tier 100% District-Paid Plan

Employee-Contribution Plan Total

Employee Only 62 14 76

Employee + 1 51 15 66

Family 163 14 177

Total: 276 43 319

Enrollment figures are provided for informational purposes and represent the District’s current enrollment at the time the RFP is issued. Actual enrollment may change during the procurement process and subsequent plan years.

3.5 — District and Employee Contributions

Logan City School District provides a significant financial contribution toward employee benefits as part of its overall compensation and benefits program.

Medical Coverage

The District currently offers two fully insured medical plan options through MotivHealth.

For the 100% District-Paid Medical Plan, the District pays the full medical premium for eligible employees and their enrolled dependents, regardless of coverage tier. Employees enrolled in this plan do not make a premium contribution toward medical coverage.

For the Employee-Contribution Medical Plan, the District pays a substantial portion of the monthly premium, with participating employees responsible for the remaining amount. Current monthly premiums and contributions are as follows:

Coverage Tier Total Monthly Premium

District Contribution

Employee Contribution

Employee Only $855.36 $726.08 $129.28

Employee + 1 $1,876.97 $1,593.29 $283.68

Family $2,690.95 $2,284.27 $406.68

The monthly premium rates shown above are charged for nine (9) months of the year, with the annual premium cost spread over twelve (12) months for payment purposes. Proposers should account for this structure when calculating or analyzing annual plan costs.

Medical Coverage Waiver Contribution

Eligible employees who waive District medical coverage currently receive a $1,200 annual District contribution to either a Health Savings Account (HSA) or Health Reimbursement Arrangement (HRA), as applicable and subject to eligibility requirements.

Other District-Paid Benefits

The District currently provides the following benefits at no cost to eligible employees:

● Basic Life and AD&D: $50,000 of coverage for the employee, $5,000 for a spouse, and $5,000 for eligible child(ren).

● Long-Term Disability: 100% District-paid.

● Employee Assistance and Wellness Support: Provided through New York Life Group

Benefit Solutions as part of the District’s insurance package and available to employees and members of their household.

Employees may elect additional Voluntary Supplemental Life and AD&D coverage at their own expense.

Employee-Paid Benefits and Accounts

Dental and vision coverage are voluntary and 100% employee-paid.

The District also makes available the following tax-advantaged accounts administered by National Benefit Services:

● Flexible Spending Account (FSA)

● Limited Purpose Flexible Spending Account (LPFSA)

● Dependent Care Assistance Plan (DCAP)

The District does not make contributions to these accounts. Employee contributions are made in accordance with applicable plan provisions and federal limits.

Voluntary worksite products offered through participating providers are also 100% employee-paid.

Current rates, contributions, benefit levels, and plan provisions are provided for informational purposes and are subject to change.

3.6 — Available Benefits Information and Data

The District will provide available benefits information and supporting documentation to assist proposers in understanding the current benefits program and preparing a responsive proposal.

Information provided with or in connection with this RFP may include, as applicable:

● Current benefit summaries and plan documents

● Current medical, dental, vision, life, AD&D, and long-term disability plan information

● Current premium rates and District/employee contribution schedules

● Current enrollment and participation information

● Medical enrollment by plan and coverage tier

● Current carrier, vendor, and administrator information

● Flexible spending, dependent care, HSA, and HRA information

● Current voluntary/worksite benefit information

● Available utilization, renewal, or experience information

● Other information determined by the District to be relevant to the procurement

Proposers may request clarification or additional information through the formal question and answer process established in this RFP. The District will determine whether additional information is necessary and appropriate to provide and, when applicable, will make such information available to all proposers in a manner consistent with the RFP process.

Information supplied by the District is provided for purposes of this procurement. Proposers are responsible for reviewing the information provided and identifying any assumptions used in preparing their proposals.

Section 4 — Scope of Services

4.1 — General Expectations

The selected consultant/broker will serve as a strategic advisor and primary benefits consultant to Logan City School District. The firm will be expected to provide proactive, timely, and objective guidance designed to support the District’s benefits strategy, control costs, maintain competitive benefit offerings, and provide high-quality service to District employees and administration.

The selected consultant/broker shall work collaboratively with District administration and designated staff and shall provide the personnel, expertise, resources, technology, and services necessary to effectively support the District’s employee benefits program.

At a minimum, the selected consultant/broker will be expected to:

● Serve as the District’s primary strategic advisor regarding employee benefits and insurance matters.

● Develop a thorough understanding of the District’s benefit philosophy, financial objectives, workforce, and operational needs.

● Provide proactive recommendations throughout the year rather than limiting consultation to the annual renewal process.

● Provide objective analysis and recommendations regarding plan design, funding strategies, carriers, vendors, benefit offerings, and emerging market opportunities.

● Assist the District in identifying opportunities to manage costs while maintaining competitive and sustainable employee benefits.

● Monitor benefit program performance and identify trends, concerns, and opportunities requiring District attention.

● Provide timely and accurate responses to questions and requests from District administration and designated staff.

● Coordinate effectively with insurance carriers, benefit vendors, third-party administrators, and other service providers on behalf of the District.

● Advocate for the District and its employees in resolving carrier, vendor, administrative, and service issues.

● Provide regular communication regarding significant developments in the employee benefits marketplace, regulatory environment, and other matters that may affect the District.

● Maintain appropriate confidentiality and safeguards for employee, District, and benefits-related information.

● Provide continuity of service and adequate backup support so the District is not dependent upon a single individual for critical services.

4.2 — Strategic Benefits Consulting and Planning

The selected consultant/broker shall provide ongoing strategic consultation to assist Logan City School District in developing and maintaining a competitive, financially sustainable, and effective employee benefits program. Strategic planning should be proactive, data-informed, and aligned with the District’s financial objectives, workforce needs, and long-term benefits strategy.

Services shall include, at a minimum:

● Conduct an initial comprehensive review of the District’s existing benefits program and identify strengths, potential concerns, opportunities for improvement, and recommended priorities.

● Assist the District in developing both short- and long-term benefits strategies, including recommendations regarding plan design, contribution strategies, funding arrangements, and benefit offerings.

● Evaluate the competitiveness of the District’s benefits program relative to appropriate public-sector, school district, and other relevant employer benchmarks.

● Identify emerging benefit trends, market developments, and innovative strategies that may be appropriate for the District.

● Present alternatives and recommendations in a manner that clearly identifies anticipated costs, potential savings, advantages, disadvantages, risks, and impacts on employees.

● Model the financial and employee impact of proposed benefit changes before implementation.

● Assist the District in evaluating fully insured, self-funded, level-funded, and other funding approaches when appropriate, without preference for a particular funding arrangement unless supported by the District’s circumstances and available data.

● Evaluate opportunities to improve benefit value and control costs without unnecessarily shifting costs or administrative burdens to employees.

● Assist the District in evaluating new benefit programs, vendors, technologies, and services before implementation.

● Provide recommendations regarding employee recruitment and retention considerations associated with the District’s benefit offerings.

● Participate in benefits strategy meetings with District administration and other designated stakeholders as requested.

● Develop and maintain an annual benefits strategy and planning calendar identifying key decisions, renewal activities, compliance requirements, employee communications, and other significant milestones.

● Provide the District with sufficient information and lead time to evaluate significant recommendations before decisions are required.

● At least annually, the consultant/broker shall conduct a comprehensive strategic benefits review with the District administration addressing program performance, financial trends, market conditions, employee participation, upcoming renewal considerations, and recommended priorities for the following plan year.

4.3 — Renewal, Marketing, and Carrier Negotiations

The selected consultant/broker shall manage the annual renewal and marketing process in a proactive manner that provides the District sufficient time and information to evaluate available options and make informed decisions.

Services shall include, at a minimum:

● Develop and manage an annual renewal and marketing timeline in coordination with District administration, with key milestones established sufficiently in advance of the District’s September 1 plan-year renewal.

● Obtain and review renewal proposals from incumbent carriers and vendors as early as reasonably possible and evaluate the basis for proposed rate, plan, or contractual changes.

● Analyze renewal proposals for reasonableness and identify factors contributing to proposed increases or decreases in cost.

● Negotiate aggressively and professionally with incumbent carriers and vendors on behalf of the District regarding rates, plan terms, guarantees, fees, administrative provisions, and other contractual considerations.

● Recommend when benefits or services should be competitively marketed based on pricing, performance, service concerns, market conditions, or other relevant factors.

● When authorized by the District, prepare comprehensive marketing specifications and solicit competitive proposals from qualified carriers and vendors.

● Identify an appropriate range of qualified carriers and vendors capable of meeting the District’s needs and encourage meaningful market competition.

● Analyze proposals on an apples-to-apples basis, identifying differences in plan design, provider networks, coverage provisions, exclusions, administrative services, guarantees, fees, and other material terms.

● Evaluate potential disruption associated with changing carriers or vendors, including provider access, employee impact, prescription coverage, continuity of care, implementation requirements, and administrative considerations.

● Prepare clear comparative analyses of renewal and marketing results, including financial impact, material differences, advantages, disadvantages, risks, and other considerations relevant to the District’s decision.

● Present renewal and marketing results to District administration and other designated stakeholders and provide recommendations supported by relevant data and analysis.

● Assist the District with negotiations following receipt of proposals, including requests for revised or best-and-final offers when appropriate.

● Assist with carrier or vendor selection, contracting, implementation, and transition activities resulting from the renewal or marketing process.

● Verify that final rates, benefits, contractual terms, and other negotiated commitments accurately reflect the terms accepted by the District.

The consultant/broker shall disclose any actual or potential conflicts of interest associated with the marketing, recommendation, or placement of District business, including financial incentives, preferred-carrier arrangements, overrides, bonuses, contingent compensation, or other compensation that could reasonably be perceived as influencing a recommendation.

Recommendations shall be based on the best interests and stated objectives of the District.

4.4 — Financial Analysis and Cost Management

The selected consultant/broker shall provide ongoing financial analysis and cost-management support to assist Logan City School District in understanding the financial performance of its employee benefits program and making informed short- and long-term decisions.

Services shall include, at a minimum:

● Analyze current and historical benefit costs, premium trends, enrollment, participation, and other available financial and utilization information.

● Monitor financial trends throughout the plan year and identify significant developments that may affect future costs or renewals.

● Review carrier and vendor renewal calculations and assumptions and independently assess the reasonableness of proposed rate changes.

● Develop projections and financial models to estimate the impact of proposed plan design, contribution, carrier, vendor, or benefit changes.

● Clearly identify the anticipated impact of proposed changes on both District costs and employee costs.

● Identify opportunities to reduce or better manage benefit costs while considering employee impact, benefit competitiveness, access to care, administrative burden, and long-term sustainability.

● Evaluate alternative plan designs, contribution strategies, funding arrangements, and other cost-management approaches when appropriate.

● Provide benchmarking using relevant and reasonably comparable data, including public-sector and educational employers when such data is available.

● Analyze enrollment and participation trends and identify opportunities or concerns that may warrant District attention.

● Evaluate available utilization and experience information and identify significant cost drivers, trends, or opportunities for intervention.

● Assist the District in evaluating the financial impact and return on investment of benefit programs, wellness initiatives, vendor services, and proposed program changes when sufficient data is available.

● Identify carrier or vendor fees, administrative costs, commissions, and other expenses affecting the overall cost of the District’s benefits program.

● Prepare financial analyses in a clear and understandable format that allows District administration to evaluate alternatives and make informed decisions.

● Provide financial information, projections, and supporting documentation as reasonably requested for District budgeting and planning purposes.

● At least annually, the consultant/broker shall provide the District with a multi-year benefits cost projection based on available information and reasonable assumptions.

The projection should identify significant assumptions, potential cost pressures, and alternative scenarios where appropriate.

4.5 — Carrier and Vendor Management

The selected consultant/broker shall assist Logan City School District in effectively managing its relationships with insurance carriers, benefit administrators, and other benefit-related vendors.

The consultant/broker shall serve as an advocate for the District and help ensure that carriers and vendors meet agreed-upon service, contractual, and performance expectations.

Services shall include, at a minimum:

● Serve as a primary liaison between the District and its insurance carriers, benefit administrators, and other benefit-related vendors, as appropriate.

● Develop and maintain effective working relationships with carriers and vendors while representing the interests and objectives of the District.

● Assist District staff in resolving carrier and vendor service, administrative, billing, eligibility, enrollment, and implementation issues.

● Escalate unresolved or recurring issues to appropriate carrier or vendor representatives and actively pursue resolution.

● Monitor carrier and vendor service performance and identify recurring service concerns, administrative problems, or other issues requiring corrective action.

● Assist the District in establishing appropriate performance expectations, service standards, guarantees, and accountability measures for carriers and vendors.

● Review carrier and vendor agreements, renewals, amendments, and other benefit-related documents and identify provisions requiring District attention.

● Assist in negotiating carrier and vendor fees, administrative charges, service guarantees, contractual terms, and other relevant provisions.

● Coordinate carrier and vendor meetings as necessary and assist District administration in preparing for and conducting those meetings.

● Maintain an appropriate record of significant carrier and vendor issues and follow through until resolution.

● Coordinate implementation and transition activities when the District changes carriers, vendors, plans, or benefit programs.

● Assist in developing implementation timelines, assigning responsibilities, monitoring milestones, and identifying potential implementation risks.

● Verify that carriers and vendors accurately implement the benefits, rates, eligibility provisions, and other terms approved by the District.

● Assist the District in evaluating carrier and vendor performance and determining whether relationships should be continued, modified, competitively marketed, or replaced.

● Identify opportunities to consolidate, streamline, or improve vendor relationships when doing so may improve service, reduce administrative burden, or provide financial benefit to the District or its employees.

The consultant/broker shall maintain a defined escalation process for significant or unresolved carrier and vendor issues. Matters that may materially affect employees, District operations, benefit costs, or contractual obligations shall be promptly communicated to designated District staff, along with the status of the issue and recommended next steps.

The consultant/broker may communicate and negotiate with carriers and vendors on behalf of the District as authorized; however, final decisions regarding benefit plans, carriers, vendors, contractual commitments, and expenditures shall remain with the District.

4.6 — Employee Service and Advocacy

The selected consultant/broker shall support Logan City School District in providing responsive and effective benefits assistance to employees and their eligible dependents. The consultant/broker shall serve as an additional resource and advocate when benefit-related questions or issues require expertise, coordination, or escalation beyond routine carrier or vendor customer service.

Services shall include, at a minimum:

● Provide knowledgeable assistance to District administration and designated staff regarding employee benefit questions, coverage issues, and plan provisions.

● Assist employees and eligible dependents with complex or unresolved benefit issues when appropriate, including matters involving claims, eligibility, enrollment, billing, coverage, provider access, and other carrier or vendor concerns.

● Advocate on behalf of employees with carriers and vendors when an issue cannot be reasonably resolved through normal customer-service channels.

● Research benefit issues, communicate with appropriate carriers or vendors, and follow matters through to resolution.

● Provide employees with clear information regarding available options and appropriate next steps while avoiding guarantees regarding claim outcomes, coverage determinations, or carrier decisions.

● Establish a clear process for District staff and employees to request broker assistance, including appropriate points of contact and escalation procedures.

● Respond to employee and District inquiries in a timely manner and communicate expected timelines when an immediate resolution is not possible.

● Keep affected employees and appropriate District staff informed regarding the status of significant or unresolved issues.

● Identify recurring employee-service issues and work with the District, carriers, and vendors to address underlying causes.

● Assist employees during carrier or vendor transitions when changes create questions or issues involving enrollment, eligibility, provider access, prescriptions, continuity of care, or other benefit matters.

● Provide benefit education and guidance designed to help employees better understand and appropriately utilize their available benefits.

● Maintain the confidentiality and security of employee information and comply with applicable privacy and information-security requirements when assisting with individual benefit matters.

The consultant/broker shall acknowledge requests for assistance from designated District staff within one business day and shall provide timely status updates on unresolved matters. Urgent issues involving immediate access to medically necessary care, prescriptions, or other time-sensitive benefits shall receive priority attention and escalation.

4.7 — Enrollment and Employee Communications

The selected consultant/broker shall assist Logan City School District in planning, coordinating, and communicating employee benefit enrollment and education activities. Communications should be accurate, timely, easy for employees to understand, and designed to help employees and their families make informed benefit decisions.

Services shall include, at a minimum:

● Assist the District in developing and implementing an annual open enrollment strategy and timeline.

● Coordinate with District staff, carriers, vendors, and other service providers to ensure enrollment activities are completed accurately and on schedule.

● Develop or assist in developing employee benefit communications, including benefit guides, plan summaries, comparison materials, enrollment instructions, presentations, frequently asked questions, and other educational resources.

● Review carrier and vendor materials for accuracy and consistency with the benefits and rates approved by the District before distribution to employees.

● Clearly communicate significant benefit, premium, carrier, vendor, or administrative changes to employees.

● Provide employee education regarding available benefit options, plan differences, employee costs, and the appropriate use of benefit programs.

● Participate in and support open enrollment meetings, benefit fairs, employee presentations, webinars, or other educational activities as requested by the District.

● Provide knowledgeable representatives for employee meetings when appropriate and coordinate participation by carriers and vendors.

● Assist the District in providing benefit information and resources for newly eligible employees and employees experiencing qualifying life events.

● Assist with the development of communications throughout the year, rather than limiting employee education to the annual open enrollment period.

● Coordinate communications associated with carrier, vendor, plan, or benefit changes and assist employees during significant transitions.

● Assist the District in identifying opportunities to improve employee understanding, engagement, and utilization of available benefits.

● Provide benefit communications in electronic and/or print-ready formats appropriate for District use.

● Ensure broker-developed communications are accurate, professional, understandable, and delivered sufficiently in advance to allow for District review and approval.

● Coordinate with the District and applicable vendors regarding enrollment processes and identify enrollment or eligibility issues requiring attention.

● Assist in resolving enrollment discrepancies or implementation issues involving carriers or vendors.

● Evaluate opportunities to improve or streamline enrollment processes, technology, and employee access to benefit information.

Benefit communications should be written in clear, employee-friendly language and should explain significant benefit decisions and changes in a manner that employees can reasonably understand without requiring specialized insurance knowledge.

All employee-facing materials developed specifically for the District shall be subject to District review and approval prior to distribution.

4.8 — Compliance and Regulatory Support

The selected consultant/broker shall provide ongoing benefits-related compliance and regulatory support to assist Logan City School District in administering its employee benefits program in accordance with applicable federal and state requirements.

Services shall include, at a minimum:

● Monitor legislative, regulatory, and administrative developments affecting employee benefits and communicate relevant changes to the District in a timely and understandable manner.

● Advise the District regarding the potential operational, financial, and administrative impact of changes in benefits-related laws and regulations.

● Provide compliance guidance and resources related to applicable requirements, including, as appropriate, the Affordable Care Act (ACA), COBRA, HIPAA, Internal Revenue Code requirements applicable to employee benefit plans, Section 125 cafeteria plans, and other relevant federal and state requirements.

● Assist the District with annual compliance planning and identify significant filing, notice, disclosure, and administrative deadlines.

● Provide or assist with required employee notices, model notices, and other benefits-related compliance materials, as applicable.

● Assist the District in reviewing benefit plan documents, summaries, policies, and employee communications for consistency with applicable benefit requirements and the District’s approved benefit structure.

● Assist with ACA-related administration and reporting requirements, including guidance regarding eligibility, measurement and stability periods, affordability, and applicable employer reporting obligations.

● Provide guidance regarding COBRA administration and coordinate with the District and applicable administrator regarding compliance and service issues.

● Provide guidance regarding HIPAA privacy and security considerations applicable to the administration of the District’s employee benefits program.

● Assist with compliance considerations associated with HSA, HRA, FSA, LPFSA, DCAP, and Section 125 arrangements.

● Identify potential compliance concerns observed in the course of providing services and promptly bring those matters to the District’s attention.

● Assist the District in preparing for or responding to benefits-related audits, inquiries, or information requests from regulatory agencies, carriers, or benefit administrators, as appropriate.

● Provide benefits-related compliance training or educational resources to District staff when requested.

● Coordinate with the District’s legal counsel, payroll personnel, benefits staff, carriers, administrators, and other advisors when a matter requires specialized expertise or legal interpretation.

The consultant/broker shall maintain and provide the District with an annual benefits compliance calendar identifying significant deadlines, required notices, filings, reporting obligations, and recommended District actions. The consultant/broker shall provide reasonable advance notice of upcoming requirements and assist the District in completing applicable responsibilities.

Compliance assistance provided by the consultant/broker is intended to support the District’s benefits administration and does not constitute legal advice or replace the services of the District’s legal counsel. The consultant/broker shall identify matters that, in its professional judgment, warrant review by legal counsel or another specialized advisor.

4.9 — Data, Reporting, and Technology

The selected consultant/broker shall provide appropriate data analysis, reporting, and technology resources to support Logan City School District’s administration and evaluation of its employee benefits program. Information provided to the District should be accurate, timely, secure, and presented in a format that supports informed decision-making.

Services shall include, at a minimum:

● Collect, organize, analyze, and report available benefits-related data from carriers, vendors, administrators, and other appropriate sources.

● Provide regular reports regarding benefit costs, enrollment, participation, utilization, and other relevant measures, to the extent such information is available.

● Develop reports and analyses that identify significant trends, changes, concerns, and opportunities requiring District attention.

● Provide reporting that allows the District to compare current performance with prior periods and applicable benchmarks when appropriate.

● Assist the District in obtaining available data and reports from carriers and vendors and advocate for appropriate access to information necessary to effectively evaluate the benefits program.

● Provide executive-level summaries that clearly communicate significant findings and recommended actions without requiring District administration to interpret extensive technical reports.

● Provide access to appropriate reporting, analytics, benefits administration, communication, or other technology resources available through the consultant/broker, when beneficial to the District.

● Identify any additional costs associated with technology platforms, systems, applications, or services proposed for District use.

● Clearly identify whether proposed technology is owned by the consultant/broker or provided through a third party and disclose any material limitations associated with its use.

● Coordinate appropriately with District technology, payroll, human resources, carriers, vendors, and other systems when data exchange or system integration is required.

● Use secure methods for transmitting, receiving, accessing, and storing confidential or sensitive District and employee information.

● Maintain appropriate administrative, technical, and organizational safeguards to protect District and employee information from unauthorized access, disclosure, alteration, or loss.

● Promptly notify the District of any known or suspected security incident involving District data in accordance with applicable law and contractual requirements.

● Cooperate with District requirements related to information security, privacy, system access, and technology review.

District Ownership and Portability of Data

All District-specific data, reports, records, and information provided by the District or obtained or developed on the District’s behalf in connection with the consultant/broker’s services shall remain available to the District, subject to applicable law and contractual requirements. The consultant/broker shall not unreasonably restrict the District’s access to or use of its information.

Upon expiration or termination of the consultant/broker relationship, the consultant/broker shall cooperate in the orderly transition of District information and provide District-owned or District-specific data and records in a…