2-Supplemental Benefits Administration and Insurance Services RFP.pdf

Request for Proposal (RFP):

Supplemental Benefits Administration and Insurance Services UNSPSC Code: 8011 (Human resources services) UNSPSC Code: 841316 (Life and health and accident insurance)

Issued by: City of Westerville, Ohio | March 2026

RFP Deadline Dates

• Open Date: March 18, 2026

• Questions Due Date: April 2, 2026, 5:00 PM EDT

• Close Date/Deadline for Responses: April 14, 2026, 5:00 PM EDT

Contact Information

• Point of Contact: Stacy Hathaway, Human Resources Director

• Email: bids@westerville.org

• Project Portal: https://westerville.bonfirehub.com/opportunities/223997 mailto:bids@westerville.org https://westerville.bonfirehub.com/opportunities/223997

TABLE OF CONTENTS

● Checklist – pg. 3

● Background – pg. 4

● Purpose – pg. 4

● Scope of Work – pg. 4

● Pre-Proposal Conference – pg. 18

● Proposal Content – pg. 18

● Submission Instructions – pg. 21

● Presentation, Demonstration, Interview, and Security Review – pg. 22

● Review and Evaluation – pg. 22

● Third-Party Advisors – pg. 24

● Right of Refusal – pg. 24

● Procurement Schedule – pg. 24

● Public Records – pg. 25

● Non-Waiver of Rights – pg. 25

● Relationship of the Parties – pg. 25

● Termination – pg. 25

● Expense of Preparing Responses – pg. 25

Appendix A – City of Westerville 2026 Benefits Guide

CHECKLIST

Offerors are urged to complete this checklist to confirm that all required documents are included with their proposal.

I. REQUIRED PROPOSAL FORMS

TRANSMITTAL LETTER (offeror supplied)

PROFESSIONAL SERVICES PROPOSAL (offeror supplied)

II. OPTIONAL PROPOSAL FORMS

RESUMES FOR KEY PROFESSIONALS (as needed – offeror supplied)

EXCEPTIONS LETTER (as needed – offeror supplied)

CONTRACT FORMS (download from Project Portal)*

*Offerors are urged to include completed Contract Forms (including a Noncollusion Affidavit and Personal Property Tax Affidavit) with their proposal. If not included with the submission, the Successful Offeror will be required to execute and submit such forms before contract award. These forms are available for download at:

BACKGROUND

The City of Westerville (hereinafter “City”) is a dynamic and progressive city in the heart of the Columbus Region, which has been nationally recognized as one of "America's Best Places to Live" by Money Magazine, America’s Best Suburb by Movoto, and a two-time Global Top 7 Intelligent Community by the Intelligent Community Forum. The City offers reliable municipal utilities, excellent safety services, parks, recreation facilities, and 51 miles of trails to its 40,000 residents. Westerville is a special place to “live, work, and play.” Please visit the City’s website (www.westerville.org) for more information.

The City has a long and valued history of thoughtful planning and features a well-established Human Resources Department dedicated to attracting and retaining talented employees committed to serving the Westerville community. The City currently provides supplemental benefits to its employees as part of a comprehensive benefits package and seeks to evaluate current market offerings to ensure it continues to provide high-quality, cost-effective benefits that support employee wellness and financial security.

PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit proposals from insurance carriers and third-party administrators capable of providing comprehensive supplemental benefits administration services for City of Westerville employees. The selected Contractor shall provide life insurance, accidental death and dismemberment (AD&D) coverage, short-term disability (STD) administration, medical review services, and consultation on optional voluntary benefit programs. The overall intent of this competitive process is to secure competitive rates, comprehensive coverage, superior customer service, and efficient claims administration for approximately 470 eligible City employees.

SCOPE OF WORK

The RFP respondent that is awarded a contract on the merits of their offer (hereinafter “Successful Offeror” or “Contractor”) shall be responsible for an array of supplemental benefits program needs. Contemplated deliverables/responsibilities include, but are not necessarily limited to:

LIFE INSURANCE AND ACCIDENTAL DEATH & DISMEMBERMENT (AD&D)

Basic Life Insurance Coverage

The Contractor shall provide basic term life insurance coverage for all eligible employees with the following minimum specifications:

- Coverage Amount: At a minimum offerors shall provide rate quotes for the following coverage level options:

• Employee Life – maximum benefit of $100,000.* http://www.westerville.org/

• City Manager Contractual Employee Life – maximum benefit of $250,000.*

• Spouse/Domestic Partner Life – maximum benefit of $10,000.*

• Dependent Child Life – maximum benefit of $5,000.*

* The stated maximum benefit amounts are consistent with current coverage levels. The City is interested in exploring greater benefit amounts should they be available for a negligible rate increase. Offerors are encouraged to submit information on value-added and negligible rate increase benefits as part of their proposal.

- Age Reduction Schedule: Offerors shall clearly outline any age-based reduction schedules and the ages at which reductions occur.

Accidental Death & Dismemberment (AD&D)

The Contractor shall provide AD&D coverage equal to the basic life insurance benefit amount consistent with current coverage levels.

The City is interested in exploring potential benefit enhancements that may be available for a negligible rate increase, such as, but not limited to, child education benefits, exposure and disappearance benefits, line of duty benefits, repatriation benefits, seat belt benefits, airbag benefits, and rehabilitation/PT benefits. Offerors are encouraged to submit information on value-added and negligible rate increase benefits as part of their proposal.

Rate Structure and Guarantees

- Offeror shall provide detailed premium rate schedules for all coverage options.

- Rates shall be provided on both an employer-paid and employee-paid basis.

- Offeror shall specify rate guarantee period (minimum three years recommended).

- Offeror shall provide the rate development methodology and claims experience reporting that will be used for future rate determinations.

- Offeror shall identify any rate caps or maximum rate increase provisions.

- Age-banded rates, composite rates, or other rating methodologies shall be clearly explained.

SHORT-TERM DISABILITY (STD) ADMINISTRATION

The Contractor shall provide short-term disability insurance administration services in accordance with the City’s short-term disability policy.

The Contractor is responsible for claim adjudication and advice on disability matters. The City currently issues benefit checks directly to employees, so the Contractor is not required to hold reserves or provide other fiduciary-related services.

The City retains all claim and plan fiduciary responsibilities and, therefore, has full discretion and final authority on all claim decisions.

STD Coverage Specifications (for informational purposes)

- Benefit Percentage: 60% of pre-disability earnings.

- Maximum Weekly Benefit: $1,000 per week.

- Elimination Period: 14 calendar days (requires the exhaustion of any accrued sick leave).

- Benefit Duration: Maximum benefit period of 26 weeks.

Claims Administration Services

The Contractor shall provide comprehensive claims administration services including:

- Claims Intake and Processing: Multiple methods for claim submission recommended (online portal, telephone, etc.).

- Initial Claim Decision Timeline: Initial claim decisions rendered within 3 – 5 business days of receipt of all necessary documentation.

- Claimant Communication: Regular communication with claimants regarding claim status, required documentation, and return-to-work planning.

- Employer Reporting: Regular reporting to the City regarding open claims, claim status, and return-to-work dates (with appropriate privacy protections).

- Customer Service: Dedicated customer service line with reasonable hold times and knowledgeable representatives.

Medical Review and Clinical Services

The Contractor shall provide or arrange for comprehensive medical review services including:

- Licensed Medical Professionals: Medical reviews conducted by licensed physicians, nurses, or other appropriate healthcare professionals.

- Medical Records Review: Thorough review of medical documentation to support claim decisions.

Return-to-Work

The Contractor shall provide potential return-to-work dates within the applicable 26-week period.

OPTIONAL VOLUNTARY BENEFIT PROGRAMS - CONSULTATION AND IMPLEMENTATION

Program Exploration and Recommendations

The Contractor shall provide consultation services to explore and evaluate optional, employee-paid voluntary benefit programs that may be of value to City employees, including but not limited to:

- Critical Illness Insurance: Coverage providing lump-sum benefits upon diagnosis of specified critical illnesses (cancer, heart attack, stroke, etc.).

- Hospital Indemnity Insurance: Coverage providing fixed daily, weekly, or per-occurrence benefits for hospital confinement.

- Accident Insurance: Coverage providing benefits for accidental injuries including emergency treatment, hospitalization, and follow-up care.

- Identity Theft Protection: Monitoring, resolution, and insurance services for identity theft.

- Pet Insurance: Voluntary pet health insurance options.

- Long-Term Care Insurance: Coverage for extended care services.

- Legal Aid.

For each optional program considered, the Contractor shall provide:

- Market Analysis: Overview of employee interest and utilization trends in similar public sector organizations.

- Product Descriptions: Detailed explanation of coverage features, benefits, limitations, and exclusions.

- Rate Illustrations: Sample premium rates based on the City’s demographics.

- Enrollment Projections: Estimated participation rates based on similar groups.

- Administrative Requirements: Implementation timeline, enrollment processes, and ongoing administrative needs.

- Cost-Benefit Analysis: Analysis of value proposition for employees.

Implementation Support for Selected Optional Programs

For any optional voluntary benefit programs selected by the City for implementation, the Contractor shall provide:

- Program Design: Assistance in designing program structure, eligibility rules, and enrollment procedures.

- Rate Negotiation: Negotiation of competitive rates based on plan designs.

- Communication Materials: Development or provision of employee communication materials including brochures, flyers, and digital content.

- Enrollment Support: Coordination of enrollment meetings, decision support tools, and ancillary enrollment needs.

- Ongoing Administration: Billing, eligibility management, and customer service for enrolled employees.

- Flexible Billing/Payment Options: Options such as payroll deductions or direct payment from employees (e.g. credit card payments).

ENROLLMENT AND IMPLEMENTATION SERVICES (ALL LINES)

Initial Implementation

The Contractor shall provide comprehensive implementation services including:

- Project Management: Dedicated implementation team with single point of contact and detailed project timeline.

- Implementation Timeline: Proposed implementation shall be completed within 90 days of contract execution, or as mutually agreed.

- Data Conversion: Secure transfer and conversion of existing enrollment data, claims history (as applicable), and employee information.

- System Integration: Integration with the City's HR/payroll system (ADP) for eligibility and premium deduction processing, including file format specifications and testing.

- Testing Period: Adequate testing period for all systems, data feeds, and processes prior to go-live.

- Employee Communication Campaign: Comprehensive communication plan including multiple touchpoints, various media, and clear messaging.

- Enrollment Meetings: On-site and/or virtual enrollment meetings at City locations with sufficient staffing to meet employee needs.

- Decision Support Tools: Calculators, comparison tools, and educational resources to help employees make informed decisions (as applicable).

- Call Center Support: Dedicated toll-free customer service line for coverage questions with extended hours during enrollment period.

Ongoing Enrollment Support

The Contractor shall provide ongoing enrollment services including:

- New Hire Enrollment: Process for enrolling new employees within eligibility waiting period with clear communication of deadlines and options.

- Qualifying Life Events: Process for enrollment changes due to qualifying life events (marriage, birth, adoption, etc.).

- Annual Open Enrollment: Full-service support for annual November open enrollment periods including communication materials and on-site/virtual support.

- Beneficiary Management: Easy process for employees to designate and update beneficiaries with confirmation of changes.

ONGOING ADMINISTRATION AND CUSTOMER SERVICE

Eligibility and Billing Administration

The Contractor shall provide:

- Eligibility Management: Accurate and timely processing of eligibility changes including new hires, terminations, status changes, and life events.

- Billing and Reconciliation: Monthly billing statements with clear detail of premiums by coverage type, employee, and employer/employee paid portions.

- Premium Reconciliation: Regular reconciliation of premiums with enrollment to identify and resolve discrepancies.

- Refund Processing: Timely processing of premium refunds for overpayments or retroactive terminations.

- COBRA Administration: Support for COBRA continuation coverage administration or coordination with the City's COBRA administrator (Flores & Associates LLC).

- Reporting: Monthly, quarterly, and annual reports on enrollment, participation rates, premium volume, and claims experience.

Employee Customer Service

The Contractor shall provide superior customer service including:

- Toll-Free Customer Service Line: Dedicated toll-free number with reasonable hold times.

- Service Hours: Customer service available during extended hours to accommodate employee schedules, minimum 8am-8pm Eastern Time Zone, Monday through Friday.

- Multi-Channel Support: Customer service available via multiple channels (phone, email, online chat, secure messaging portal, etc.).

- Knowledgeable Representatives: Well-trained customer service representatives capable of answering questions about coverage, claims, and enrollment.

- Language Services: Translation and interpretation services for non-English speaking employees.

- Dedicated Account Management: Assigned account manager or team to support the City with direct contact information.

Claims Payment and Processing

The Contractor shall provide efficient claims processing including:

- Claims Payment Timeline: Life insurance and AD&D claims paid within 5 – 10 business days of receipt of complete claim documentation and required forms.

- Electronic Funds Transfer: Option for beneficiaries to receive claim payments via direct deposit or EFT.

- Claim Status Tracking: Online portal for claimants and beneficiaries to check claim status.

- Claims Assistance: Dedicated claims specialists to assist beneficiaries with claim filing and documentation requirements.

- Beneficiary Support: Compassionate, professional support for beneficiaries during difficult times.

FMLA ADMINISTRATION

The Contractor shall provide comprehensive Family and Medical Leave Act (FMLA) administration services as an integrated component of supplemental benefits administration for employees. Services shall comply with all applicable federal regulations under 29 U.S.C. § 2601 et seq. and 29 CFR Part 825. FMLA Services include, but are not limited to:

Eligibility Determination

- Automated eligibility verification based on hours worked and tenure requirements.

- Integration with the City’s HR, payroll, and timekeeping systems.

- Written eligibility determinations issued within 2 business days of request.

- Tracking of rolling 12-month measurement periods per employee.

Medical Certification Management

- Receipt and review of DOL Form WH-380-E (Employer) and WH-380-F (Family) certifications.

- Identification of incomplete or insufficient certifications with specific cure notices.

- Coordination of recertification requests per regulatory timelines.

- Secure storage of medical documentation separate from personnel files.

- Fitness-for-duty certification tracking and return-to-work coordination.

Leave Designation and Tracking

- Designation notices issued within five (5) business days per 29 CFR § 825.300(d)

- Concurrent leave tracking (FMLA, state leave laws, short-term disability, workers' compensation)

- Intermittent and reduced schedule leave increment tracking.

- Automated alerts for leave exhaustion.

- Monthly utilization reports provided to the City’s HR Department.

Notification and Communication Services

- Issuance of all required DOL notices:

- General Notice (WH-1420) posting and distribution.

- Eligibility Notice (WH-381).

- Rights and Responsibilities Notice (WH-382).

- Designation Notice (WH-382).

Regulatory Compliance

- Quarterly compliance audits of FMLA case files.

- Annual training for HR staff on FMLA regulatory updates.

- Maintenance of current knowledge regarding state-specific family leave laws applicable to Ohio.

- Coordination with City legal counsel on complex cases or litigation holds.

COMPLIANCE AND LEGAL REQUIREMENTS

The Contractor shall ensure all services and coverage comply with applicable federal, state, and local laws and regulations including, but not limited to:

- ERISA Compliance: All required ERISA documents including Summary Plan Descriptions (SPDs) and Summary of Material Modifications (SMMs).

- HIPAA Compliance: Full compliance with HIPAA privacy and security requirements including Business Associate Agreement.

- ADA Compliance: Compliance with Americans with Disabilities Act in claims administration and return-to-work processes.

- State Insurance Regulations: Compliance with State of Ohio insurance laws and regulations.

- Tax Compliance: Proper handling of imputed income for employer-paid life insurance over $50,000 and reporting requirements.

- Affordable Care Act: Compliance with applicable ACA provisions.

- Data Security: Compliance with applicable data security and breach notification laws.

- Accessibility Standards: All online platforms, documents, and communications compliant with applicable federal, state, and local accessibility standards.

REPORTING AND PERFORMANCE METRICS

Regular Reporting

The Contractor shall provide the following reports at specified intervals:

- Monthly Reports:

- Enrollment summary by coverage type and employee/employer paid.

- New enrollments, terminations, and changes.

- Premium billing detail and reconciliation.

- Open STD claims summary with expected return-to-work dates.

- Customer service metrics (call volume, hold times, resolution rates, etc.).

- Quarterly Reports:

- Claims experience summary.

- Participation rates and trends.

- STD claims analysis including average duration, top diagnoses, and return-to-work success rates.

- Annual Reports:

- Comprehensive claims experience for rate renewal purposes.

- Loss ratio analysis.

- Benchmarking comparison to similar public sector groups.

- Recommendations for plan design or program improvements.

TECHNOLOGY AND ONLINE PLATFORMS

Employee Self-Service Portal

The Contractor shall provide a secure, user-friendly online portal with the following capabilities (enrollment is handled through the City’s HR/payroll system (ADP)):

- Coverage Information: View current coverage elections, benefit amounts, and beneficiary designations.

- Claims Filing: Submit claims online with document upload capability.

- Claims Status: Track status of submitted claims in real-time.

- Forms and Documents: Access to policy documents, SPDs, claim forms, and other relevant materials.

- Premium Information: View premium amounts and payment history.

- Educational Resources: Access to benefit calculators, FAQs, videos, and educational content.

- Mobile Accessibility (recommended): Fully responsive design accessible via smartphones and tablets.

- Security: Multi-factor authentication and encryption of sensitive data.

Employer Administrative Portal

The Contractor shall provide a secure employer portal with the following capabilities:

- Eligibility Management: Upload eligibility files, process changes, and view enrollment data.

- Reporting: Access to all standard reports with ability to generate ad-hoc reports.

- Billing Information: View invoices, payment history, and reconciliation details.

- Claims Dashboard: High-level claims information with appropriate privacy protections.

- Document Library: Access to plan documents, contracts, and administrative guides.

- Communication Tools: Ability to distribute announcements and communications to employees

- User Management: Ability to add/remove authorized users and set permission levels

Data Exchange and Integration

The Contractor shall support:

- HR/Payroll Integration: Seamless integration with the City’s HR/payroll system (ADP) for premium deductions.

Security Review

The Contractor shall coordinate and collaborate with the City’s Information Security Administrator for all technology and cybersecurity related scope items.

COMMUNICATION AND EDUCATION

Employee Communication Materials

The Contractor should provide or develop:

- Summary Plan Descriptions: Clear, compliant SPDs for all coverage types in plain language.

- Enrollment Guides: Comprehensive enrollment guides explaining coverage options, costs, and decision factors.

- Comparison Charts: Side-by-side comparison of coverage options.

- Benefit Highlights: One-page summaries of key benefit features.

- Frequently Asked Questions: Comprehensive FAQs addressing common questions.

- Personalized Statements: Annual benefit statements showing employee's coverage and value.

- Life Event Guides: Guides for employees experiencing qualifying life events.

- Claims Filing Instructions: Step-by-step instructions for filing claims with required forms.

All materials shall be:

- Branded with the City logo and identity (co-branded with Contractor).

- Compliant with accessibility standards.

TRANSITION SERVICES

Transition-In Services

If selected, the Contractor shall provide:

- Current Carrier Coordination: Coordination with current carrier(s) to ensure a smooth transition in services.

- Claims in Process: Assumption of responsibility for claims incurred but not reported (IBNR) or claims in process as of transition date, or clear delineation of responsibility.

- Continuation of Coverage: Seamless continuation of coverage with no gaps for employees.

- Communication to Employees: Clear communication regarding transition, what changes, what stays the same, and action items.

- Grace Period: Reasonable grace period for claim filing for dates of service near transition date.

Transition-Out Services

The Contractor agrees that upon contract termination or non-renewal:

- Cooperation with Successor: Full cooperation with successor carrier or administrator including data transfer and transition planning.

- Data Return: Return of all City and employee data in usable electronic format.

- Claims Run-Out: Clear terms for handling claims incurred during contract period but reported after termination.

- COBRA Continuation: Support for COBRA continuation or transfer to successor administrator.

- Final Reconciliation: Complete financial reconciliation and settlement within 60 days of contract end.

- Document Retention: Compliance with document retention requirements and return/destruction of records per City policy.

ADDITIONAL REQUIREMENTS

Assignment Neither the Contractor nor the City shall sell, transfer, assign, or otherwise dispose of the contract or any portion thereof, or their right, title, or interest therein, or the obligation thereunder, without the written consent of the other party.

Compliance The Contractor shall observe and comply with all applicable laws, ordinances, and the rules and regulations of all authorities having jurisdiction over the City’s contract.

The Contractor shall comply, when applicable, with the U. S. Department of Labor, Safety and Health Regulations identified as Chapter XVII of Title 29, Code of Federal Regulations (CFR) Parts 1910 and 1926 and subsequent amendments.

The Contractor agrees that in the hiring of employees for the performance of work under the City’s contract or any subcontract, no contractor, subcontractor, or any person acting on his behalf shall, by reason of race, color, religion, sex, national origin, age, familial status, military status, disability, pregnancy, sexual orientation, gender identity, or gender expression, or any prohibition provided by federal or state law, discriminate against any citizen of the State in the employment of labor or workers who are qualified and available to perform the work to which the employment relates, nor shall any contractor, subcontractor, or any person acting on his behalf, in any manner, discriminate against or intimidate any employee hired for the performance of work under the

City’s contract on account of race, color, religion, sex, national origin, age, familial status, disability, pregnancy, sexual orientation, gender identity, or gender expression, or any prohibition provided by federal or state law.

Duty to Notify the City of Cybersecurity Incidents: Contractor shall promptly notify the City of any actual or suspected cybersecurity incident, data breach, security incident, or unauthorized access, use, or disclosure involving any data or information provided by the City or generated in connection with the performance of this contract. Such notice shall be provided as soon as practicable and in no event later than three (3) calendar days after discovery of the breach or incident.

Contractor shall cooperate fully with the City in investigating and mitigating the effects of any such breach or incident and shall bear all costs associated with the incident, including any notifications, remediation, and compliance required under applicable law.

Indemnification/ Insurance

To the extent authorized by law, the Successful Offeror shall indemnify and hold harmless the City, its officers, elected officials, agents, and employees from and against all claims, damages, losses and expenses, including attorney’s fees arising out of or resulting from the Successful Offeror’s performance, provided that any such claims, damage, loss or expense is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, including the loss of use resulting therefrom; and is caused in whole or in part by any negligent or willful act or omission of the Successful Offeror, subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable.

The Contractor and the Contractor’s subcontractors shall secure and maintain Liability and Property Damage Insurance (1) in an amount not less than One Million Dollars ($1,000,000) for bodily injuries, including wrongful death, to any one person, subject to the same limit for each person, in an amount not less than Two Million Dollars ($2,000,000) for bodily injury damages for any one accident; and (2) in an amount not less than One Million Dollars ($1,000,000) for property damages on account of one accident and in an amount not less than Two Million Dollars ($2,000,000) for damages for all accidents. Professional Liability insurance shall be maintained in an amount not less than One Million Dollars ($1,000,000) per claim and in an amount not less than Two Million Dollars ($2,000,000) aggregate. If the Contractor and the Contractor’s subcontractors maintain higher limits than the minimums shown above, the City shall be entitled to coverage for the higher limits.

Contract The offeror to whom the award is made will be required to execute a written contract with the City of Westerville, Ohio, as required by the City Manager.

PRE-PROPOSAL CONFERENCE

A non-mandatory pre-proposal conference will be held on Tuesday, March 31, 2026, at 2:00 PM (EDT) for all offerors. The conference will be held via Google Meet.

Google Meet joining info.

Video call link: https://meet.google.com/zjg-hntb-jhs Or dial: 0917-860-(US) +1 740 PIN: 813 938 081#

PROPOSAL CONTENT

Proposals should include concise but complete information about your company, emphasizing why you believe your company to be best qualified to furnish services in support of the City’s project needs.

At a minimum, the Proposal should include:

● Transmittal Letter (REQUIRED - offeror supplied PDF; should not exceed two (2) electronic pages). Provide an introductory letter that (1) states the full name and address of your company, (2) states the number of years you have been providing supplemental benefits administration and insurance services under your present company or trade name, and (3) includes the name, telephone number, and email address of the contact person for the submission. Additionally, this introductory letter should succinctly highlight your understanding of the project and the benefits of accepting your proposal, explaining the value that you provide to the City.

● Professional Services Proposal (REQUIRED - offeror supplied PDF; should not exceed twenty-five (25) electronic pages). All proposals should specifically address the following items:

o Background and Overview

▪ Provide a brief history and overview of your company’s background, including company history, ownership structure, and financial overview, as well as the number of years your company has been providing supplemental benefits administration and insurance services similar to those discussed in this RFP, your number of employees providing benefits administration and insurance services, your overall number of clients receiving similar services, and your number of Ohio and public sector clients receiving similar services.

https://meet.google.com/zjg-hntb-jhs

▪ Please identify your account team structure and the key staff positions your company will assign to implementation and ongoing support.

Please provide biographical sketches highlighting their qualifications and experience. Resumes for key professionals are encouraged and may be submitted as OPTIONAL forms.

▪ Please identify if any subcontractors will be used to furnish the requested services. If yes, please identify all subcontractors by name and explain the prime contractor and subcontractor relationship between the parties.

o Experience & Qualifications

▪ Describe your experience, and your project/account team's experience, in successfully delivering benefits administration and insurance services of a similar nature and scope. Please provide details of any professional qualifications that relate to the scope of this RFP .

▪ Please identify at least five (5) client references (including contact names, email, and phone numbers). For each reference, please include a summary of the services provided.

▪ Please state if any governmental agency has ever suspended or debarred your company. If yes, explain.

o Project Approach

▪ Please demonstrate your understanding of the project scope and how your company will satisfy the deliverables/responsibilities outlined in the Scope of Work.

▪ Please discuss your overall claims administration philosophy and process.

▪ Please describe the technology platforms and capabilities supporting your supplemental benefits administration and insurance service offerings.

▪ Please discuss your medical review capabilities and resources.

▪ Please describe your approach to project management and communication. What sets your management and communication programs apart from other companies that provide similar services?

▪ Please provide an implementation timeline and project plan, detailing how your company will furnish services if awarded a contract, including key milestones and deliverables.

▪ Please include sample reports, portal screenshots, and communication materials relevant to the scope of this RFP (sample reports, portal screenshots, and communication materials will not be counted against the page limit.)

▪ Additional Information—Respondents are invited to provide additional information on value-added and negligible rate increase benefits and/or value-added services specific to the RFP parameters that will assist the City in considering their proposal overall.

o Cost

▪ The project cost is important to the City. Submissions shall include:

A Complete Year 1 Price Proposal

- Premium rates with detailed rate schedules for all coverage options requested

- Rate basis (age-banded, composite, etc.) with full rate tables

- Rate guarantee period

- Rate development methodology for future renewals

- Implementation fees (if any)

- Transition fees (if any)

- Any other fees or charges

Year 2 and Year 3 Fees and Charges

- Year 2 and Year 3 premium rates

- Ongoing Administrative fees (if applicable and separate from premium rates)

- Any other fees or charges

● Exceptions Letter (OPTIONAL – offeror supplied PDF). Should you take exception to ANY requirements, terms and conditions identified in this RFP, a letter must be submitted with your response identifying ALL exceptions. Exceptions will be part of the evaluation process. The City will not entertain any exceptions not previously submitted with the offeror’s response at the time of contract negotiations.

● Contract Forms (OPTIONAL – download from Project Portal). Offerors are urged to include completed Contract Forms (including a Noncollusion Affidavit and Personal Property Tax Affidavit) with their proposal. If not included with the submission, the Successful Offeror(s) will be required to execute and submit such forms before contract award.

SUBMISSION INSTRUCTIONS

Requested Information:

Name Type # Files Requirement

Transmittal Letter (offeror supplied) File Type: PDF (.pdf) 1 File Required

Professional Services Proposal (offeror supplied) File Type: PDF (.pdf) 1 File Required

Resumes for Key Professionals (as needed - offeror supplied)

File Type: PDF (.pdf) 1 File Optional

Exceptions Letter (as needed - offeror supplied) File Type: PDF (.pdf) 1 File Optional

Contract Forms (download from Project Portal) File Type: PDF (.pdf) 1 File Optional

Requested Documents:

Please note the type and number of files allowed. The maximum upload file size is 1000 MB.

Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

Upload your submission at: https://westerville.bonfirehub.com/opportunities/223997

You will not be able to prepare a submission unless you submit 'Yes' for your Intent to Bid.

The Q&A period for this opportunity is March 18, 2026, 3:00 PM (EDT) to April 2, 2026, 5:00 PM (EDT). You will not be able to send messages after this time. Questions may be submitted to the City at either Bids@westerville.org or via the Project Portal. Questions will be documented, and an addendum will be issued with the City’s responses. The City will endeavor to have a copy of such addendum delivered to each person receiving a Request for Proposal; however, it is ultimately the Offeror’s responsibility to check the City’s Bonfire Procurement Portal (https://westerville.bonfirehub.com/opportunities/223997) for verification of any issued addenda.

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of April 14, 2026, 5:00 PM (EDT). We strongly recommend that you give yourself sufficient time and at least ONE (1) day before the Closing Time to begin the uploading process and to finalize your submission.

Important Notes:

Each item of Requested Information will only be visible after the Closing Time.

https://westerville.bonfirehub.com/opportunities/223997 mailto:Bids@westerville.org

Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed.

You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

Minimum system requirements: Microsoft Edge, Google Chrome, or Mozilla Firefox.

Javascript must be enabled. Browser cookies must be enabled.

It is the sole responsibility of the offeror to see that their proposal is received in the proper time. Proposals received after the specified time will not be considered.

Adherence to the rules set forth in this RFP is mandatory to ensure a fair and objective analysis of all proposals. Failure to comply with or complete any portion of this request may result in the rejection of a submitted proposal.

Receipt of a proposal by the City or submission of a proposal to the City confers no rights upon the offeror nor obligates the City in any manner.

Need Help? The City uses a Bonfire portal for accepting and evaluating proposals digitally.

Please contact Bonfire at Support@GoBonfire.com for technical questions related to your submission. Please direct general inquiries to bids@westerville.org.

PRESENTATION, DEMONSTRATION, INTERVIEW, AND SECURITY REVIEW

Selected offerors may be elevated to the discovery portion of the City’s competitive process and invited to submit product samples/sample materials and/or make presentations to City personnel. Representative(s) attending/hosting these presentations must be qualified to respond to questions related to any component of the proposal.

Discovery may also include a security review with the City’s IT and Cybersecurity team.

REVIEW AND EVALUATION

The City will use a Proposal Evaluation Committee (PEC) comprised of project stakeholders and other City personnel to review all proposals received as part of a documented evaluation process. For each decision point in the process, the PEC will evaluate offerors on a variety of quantitative and qualitative criteria and will then elevate a select number of offerors to compete in the next level. Offerors not previously elevated may be elevated at a later date. The lowest price proposal will not necessarily be selected.

The sole purpose of the proposal evaluation process is to determine which offeror can provide the best value to the City (highest level of service and desired deliverables in the most cost-effective manner that most closely meets the City’s needs). The evaluation process is not meant to imply that one offeror is superior to any other, but rather that the mailto:support@gobonfire.com mailto:bids@westerville.org selected offeror can best support the City’s needs, based on the information available and the City’s best efforts of determination.

● Evaluation Criteria The proposal evaluation criteria should be viewed as standards that measure how well an offeror’s approach meets the desired requirements and needs of the City. The criteria that will be used to evaluate proposals may include, but are not limited to the following:

Title Points Type Description

Responsiveness 10 pts Rated - Scale [0 - 10] The degree to which the offeror’s Transmittal Letter and overall proposal have responded to the purpose and scope of the RFP—e.g., services to be provided, including, but not limited to, conformance in all material respects to the RFP.

Scored by PEC.

Experience & Qualifications

20 pts Rated - Scale [0 - 10] Offeror's experience in providing services and deliverables as requested in the RFP, including but not limited to the quality of references/reference checks and the moral/business integrity to assure good faith performance. Scored by PEC.

Capability & Project Approach

50 pts Rated - Scale [0 - 10] Offeror's capability, flexibility, and skill to meet the City’s requirements and perform the work identified in the RFP, including but not limited to approach, project management, service methodologies, and program offerings. Scored by PEC.

Value-Added Benefits & Services

10 pts Rated - Scale [0 - 10] Offeror's value-added and negligible rate increase benefits and/or value-added services specific to the RFP parameters. Scored by PEC.

Cost 10 pts Relative (lowest gets full marks)

During the initial evaluation phases, cost represents no more than 10 percent of the overall points. Scored by the Procurement Division relative to lowest response (lowest gets full marks).

Prior to making a contract award recommendation, the PEC may elect to use cost to perform a trade-off analysis for finalists to determine if the technical differences between proposals justify paying a cost or price differential.

The City reserves the right to determine the suitability of proposals on the basis of any or all of these criteria or other criteria not included in the above list. This detailed evaluation process may result in one or more finalists. The City may request presentations by finalists and may carry out contract negotiations to obtain best and final offers.

● Validity of Proposals Proposals are to be good for ninety (90) days from the proposal due date. The City may hold the proposals for ninety (90) days after the proposal due date, and may award a contract at any time during that period. Should there be reasons why a contract cannot be awarded within the specified period; the time may be extended by mutual agreement between the City and the selected offeror.

● Contract Negotiations/Award The City reserves the right to (a) reject any or all proposals or to make no award, (b) request modifications to initial proposals, or (c) make partial or multiple awards. In addition, the City reserves the right to obtain other supplemental information concerning the offerors. The City further reserves the right to excuse technical defects in a proposal when, in its sole discretion, such excuse is beneficial to the City. The City may award based on initial proposals received, without discussion of such proposals.

THIRD-PARTY ADVISORS

USI Insurance Services LLC (USI), the City’s current Employee Benefits Broker, provides consultation services on benefits-related matters and will serve as an advisor on this project.

USI's staff are not part of the Proposal Evaluation Committee (PEC) and cannot score the project. They serve solely as advisors who can view project details and may be granted access to vendor submissions exclusively for the purpose of offering relevant industry perspectives.

RIGHT OF REFUSAL

The City reserves the right to reject any and all proposals in their entirety or to select certain applications from the proposals. The City reserves the right to award a contract in any manner deemed in the best interest of its citizens.

PROCUREMENT SCHEDULE

RFP Date 3/18/2026 Pre-Proposal Conference 3/31/2026 Deadline for Submission of Written Questions 4/2/2026 Date of City Response to Above-Mentioned Questions 4/7/2026 Proposals Due 4/14/2026 Evaluation of Proposals 4/22/2026 Presentations/Interviews 4/23/2026 – 5/5/2026 Contract Negotiations/Award 5/6/2026 – 5/15/2026 Project Kick-Off & Start of the Implementation Period On or about 5/18/2026 Commencement of Services 1/1/2027

PUBLIC RECORDS

In entering into a contract with the City (or responding to a City solicitation), all offerors are hereby notified that all bids, proposals, quotations, RFI responses, agreements, invoices, correspondence, and any other documents submitted to the City become public property and are subject to public disclosure in accordance with Ohio Public Records Law. All public records will be made available upon request at the earliest time permitted by law.

Ownership of all data, materials, and documentation originated and prepared for the City pursuant to this RFP shall belong exclusively to the City and be subject to public disclosure in accordance with Ohio Public Records Law.

NON-WAIVER OF RIGHTS

No failure of either party to exercise any power given to it hereunder or to insist upon strict compliance by the other party with its obligations hereunder, and no custom or practice of the parties at variance with the terms hereof, nor any payment under this agreement shall constitute a waiver of either party’s right to demand exact compliance with the terms hereof.

RELATIONSHIP OF THE PARTIES

The relationship between the parties to a contract resulting from this solicitation shall be that of independent contractors. Nothing contained herein shall be interpreted or construed as establishing an agency or employer/employee relationship between the parties or between either party and the employees or representatives of the other party. The Successful Offeror is responsible for all Social Security taxes and Bureau of Workers Compensation contributions for itself and any of its employees.

TERMINATION

The City reserves the right to terminate any contract resulting from this solicitation in whole or in part for default (termination due to the Contractor’s failure to perform satisfactorily) or convenience (termination due to the best interests of the City). After ten (10) days from delivery of a written notice to the Contractor, the City may, without cause and without prejudice to any other right or remedy, elect to terminate the contract. In such case, the Contractor shall be paid for work executed, goods delivered and accepted, and any expense sustained plus reasonable profit, unless such termination was due to the act or conduct of the Contractor.

EXPENSE OF PREPARING RESPONSES

The City accepts no responsibility for any expenses incurred by the responders to this RFP, including the cost associated with RFP responses and presentations. Such expenses are to be borne exclusively by the responders.

CONFIDENTIAL AND PROPRIETARY: This document and the information contained herein is confidential and proprietary information of USI Insurance Services, LLC ("USI"). Recipient agrees not to copy, reproduce or distribute this document, in whole or in part, w ithout the prior written consent of USI. Estimates are illustrative given data limitation, may not be cumulative and are subject to change based on ca rrier underwriting. © 2025 USI Insurance Services. All rights reserved.

Benefits Guide

Table of Contents

Welcome

Eligibility

Medical and Pharmacy Insurance

Virtual Visits

Type 2 Diabetes

Dental Insurance

Vision Insurance

Health Savings Account (HSA)

Dependent Care Flexible Spending Account

Basic Life and Accidental Death & Dismemberment

Employee Assistance Plan (EAP)

Contact Information

REQUIRED NOTIFICATIONS

If you (and/or your dependents) have Medicare or will become eligible for Medicare in the next 12 months, a Federal law gives you more choices about your prescription drug coverage.

Please see page 26 for more details.

Welcome

At City of Westerville, we recognize our ultimate success depends on our talented and dedicated workforce.

We understand the contribution each employee makes to our accomplishments. Our goal is to provide a comprehensive program of competitive benefits to attract and retain the best employees available. Through our benefit programs we strive to support the needs of our employees and their dependents by providing a benefit package that is easy to understand and easy to access for all our employees. This Benefits Guide provides an overview of your benefit options to help you choose the type of plan and level of coverage that is right for you. This guide is filled with valuable health and wellness information.

Whether you are a long-standing employee or a newly hired employee, this is your chance to review and update any medical, dental, and vision plan that is best for you.

Where to go for care

Selecting your benefits is an important decision you’ll make for yourself and your family. Insurance benefits provide a healthy lifestyle and essential coverage for many of life’s unexpected health events, offering financial protection even when out-pocket costs arise.

This benefit guide will help you understand what the City offers our employees and how these benefits can work for you. This guide provides important information to make informed decisions that safeguard your health, finances and future.

Typically, the Open Enrollment period is the only time during which you can elect benefits and make any life updates. We understand that life can change, and so should you have a Qualifying Life Event, you have 30 days from the date of the event to adjust your coverage.

The newly elected benefits will begin January 1, 2026, and will last the entire year, ending December 31, 2026.

Eligibility

Eligible Employees:

If you are an active, full-time employee, you are eligible to participate in the City of Westerville’s Employee Benefits Program.

Eligible Dependents:

The following is the City of Westerville’s eligible dependent guidelines.

Spouse

The City of Westerville has a spousal eligibility provision in the benefits program. This policy ONLY applies to spouses who have access medical coverage through an employer– sponsored plan.

If your spouse is offered health insurance coverage through an employer or employer sponsored retirement program, they are unable to enroll as a spouse on the City of Westerville medical plan. This policy does not apply to dental or vision. The objective of this policy is to require employers to be the primary payer of their employees’ health claims. It is not the objective to remove your spouse from the City’s plan. The spouse may remain on your plan and receive secondary coverage through coordination of benefits, as applicable.

It is important to note that this City of Westerville policy creates a qualifying event for working spouses, which allows them to enroll in their employer health plan, even if it is outside of the normal open enrollment period.

Children

Up to age 26, removed at the end of the year.

Benefit Highlights Eligibility

QUALIFYING LIFE EVENT

Changes in Household

• Marriage

• Birth of a baby, legal adoption or foster care

• Child turning 26*

• Judgement, decree or court order allowing you to add or drop cove rage for dependent child

• Divorce

• Death of a family member enrolled your health plan

Loss of Health Coverage

• Losing existing health coverage, including job-based, individual and student plan

Medical and Pharmacy Insurance

The City of Westerville offers medical coverage through United Healthcare. The medical plan provides coverage both in and out-of-network services. Keep in mind, your out-of-pocket expense will be lower when using an in-network provider.