REQUEST FOR QUALIFICATIONS (RFQ) 320-15-2604

HUMAN RESOURCES-PAYROLL & BENEFITS BROKERAGE SERVICES

FOR

RURAL CAPITAL AREA WORKFORCE DEVELOPMENT BOARD, INC.

d.b.a.

WORKFORCE SOLUTIONS RURAL CAPITAL AREA (WSRCA)

Issue Date: Friday, September 25, 2026, Proposals Due: Friday, October 16, 2026, 11:00 PM. CST

SOLICITATION links:

https://workforcesolutionsrca.com/procurement https://workforcesolutionsrca.bonfirehub.com/ https://www.txsmartbuy.gov/esbd

Workforce Solutions Rural Capital Area is an Equal Opportunity Employer/Program Auxiliary Aids and Services are available upon request to individuals with disabilities.

Relay TX: 711 or 1-800-735-2988 (Voice) or 1-800-735-2989 (TDD) wsrca HUMAN RESOURCES-PAYROLL-BENEFITS BROKERAGE SERVICES RFQ 320-15-2604 2

TABLE OF CONTENTS

PART 1. INTRODUCTION AND BACKGROUND

Rural Capital Area Workforce Development Board (RCAWDB), INC. d/b/a Workforce Solutions Rural Capital Area (hereinafter referred to interchangeably as the “Board,” “Workforce Solutions,” or “WSRCA” serves as the leadership and governing body for the area’s workforce system. The Board is charged with planning and oversight responsibilities for workforce programs and services in our nine-county region.

WSRCA is organized as a nonprofit corporation in the State of Texas, with tax-exempt status under IRS code 501(C) (3). WSRCA, a private, non-profit organization established in 1987, is part of the Texas Workforce Solutions Network, and one of twenty-eight boards in the State.

Our service area, known as the Rural Capital Workforce Development Area, serves a 9-county region: Bastrop, Blanco, Burnet, Caldwell, Fayette, Hays, Lee, Llano, and Williamson Counties. Information on WSRCA services may be found at https://workforcesolutionsrca.com.

The Board is led by a volunteer Board of Directors comprised of a group of community leaders appointed by local elected officials. The Board is a public/private partnership, with its Directors representing business, education, labor, economic development, community-based organizations, and public entities. Board members are the “trustees” or guardians of the state’s workforce development system.

The Board serves as the designated grant recipient and administrative entity for workforce development program funds allocated to the Rural Capital Area. WSRCA’s annual revenues for 2025 are approximately $59 million. Over 98% comes from federal and state funding sources under grants awarded by the Texas Workforce Commission and federal agencies.

The Board’s responsibilities include, not limited to:

1. Strategic and operational planning

2. Design of the local workforce delivery system, including the establishment of one-stop Workforce Centers.

3. Oversight and evaluation of workforce development activities.

4. Connecting and aligning the components of the regional workforce system.

5. Leveraging and investing in workforce development resources.

6. Providing policy guidance.

7. Advocacy for workforce issues and needs.

8. Building partnerships in support of local workforce initiatives.

9. Linking the workforce system and its owners (taxpayers).

PART 2. SOLICITATION INFORMATION

2.1 Purpose

Workforce Solutions Rural Capital Area Board (WSRCA) seeks proposals from qualified organizations for Human Resources, Payroll, and Benefits Brokerage Services for the provision of comprehensive integrated or modular Human Resources Services including:

a. Core Human Resources Services and Compliance

b. Payroll Administration

c. Employee Benefits Brokerage (Health & Retirement)

d. Performance Management System

e. Learning Management System (LMS) Proposers may respond to all or part of the requested services, depending on capabilities. Proposers do not need to offer all services; however, they must provide options for services not included.

The selected vendor will provide the full range of benefit services related to the implementation, maintenance, communication, and improvement of its group benefit programs as listed in Part 3. Scope of Work. The selected vendor will accurately assess WSRCA’s benefit options to provide the best coverage options and price value for WSRCA. The selected vendor will partner with the Board’s Human Resources Team, be hands-on, proactive, responsive and informed on mandates and trends. Services will include identifying plan/vendor consolidation opportunities, and design changes that will reflect the board’s overall benefit strategy and increase employee understanding.

2.2 Definitions

a) The words “Bidder,” “Offeror,” “Vendor”, and “Proposer” are interchangeable and shall refer to an entity submitting a proposal in response to this Solicitation.

b) The words “Board,” “Workforce Solutions Rural Capital Area,” “WSRCA” and “RCA” are interchangeable and refer to the Workforce Solutions Rural Capital Area Board, the issuer of this Solicitation.

c) The term “Sub-Recipient and Contractor” shall refer to entities awarded and entering a formal contract with WSRCA.

2.3 Procurement Standards

The Request For Proposal (RFQ) provides a uniform method for the procurement of specified services, allowing for full and open competition. It contains the necessary background, requirements, technical specifications, information, and instructions for responding to the RFQ. The services solicited under this RFQ are procured under the competitive negotiation method of procurement, as described in the Texas Workforce Commission’s (TWC), Texas Grant Management Standards, TxGMS and Financial Manual For Grants and Contracts (FMGC) dated April 1, 2026.

This Procurement 1) Outlines the expectations of the Board regarding the contractual relationship with the successful offeror(s), 2) Provides guidance on responding to this Solicitation, 3) Provides information for offerors to determine if their services, business culture and management philosophy meets the Board’s expectations for excellent performance, quality services, and customer service, and 4) Provides the proposal evaluation/selection process.

This Procurement is not to be construed to be as a purchase agreement, contract or as a commitment of any kind. Nor does it commit WSRCA to pay for costs incurred in the preparation of a response or any other costs incurred prior to the execution of formal contract unless such costs are specifically authorized in writing by WSRCA.

Contractual obligations will be negotiated with the successful proposer (s). Failure to successfully agree on the terms, conditions, and obligations within 30 days can result in termination of negotiations for a contract, and the Board reserves the right to open negotiations with the next highest ranked offeror. Additionally, the Board reserves the right to withdraw or reduce the amount of an award if there is misrepresentation of the proposer’s ability to perform as stated in the proposal/contract.

2.4 Applicable Authorities

The Board is funded via the Texas Workforce Commission (TWC) and is responsible for administering an integrated workforce development system for the State of Texas, including job training, employment, and employment related educational programs.

All applicable federal statues, regulations, policies, , Texas Workforce Commission (TWC) rules, Texas Labor Code provisions, Texas Government Code compliance requirements for local workforce development boards, all applicable U.S. Department of Labor (DOL) directives, and guidance as presently in effect and as may become effective during the term of this Award. Office of Management and Budget’s Uniform Guidance at 2 C.F.R. Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements and 2 C.F.R. part 2900, Department of Labor (DOL) exceptions to 2 C.f.R. part 200.

2.5 Eligible Proposers

WSRCA will review all proposals for responsiveness, completeness and compliance with the terms and condition of the RFQ. Proposals that do not meet the requirements will be eliminated from review and consideration. Proposals that meet the requirements will be evaluated against criteria in Part 5 Proposal Preparation And Submission.

a. Entities possessing the capacity and demonstrated ability to perform successfully under the terms and conditions of a contract with the Workforce Solutions Rural Capital Area are encouraged to respond.

b. Organizations (private for-profit, private non-profit, governmental, or faith-based); individuals or a team of individuals applying in collaboration under an established legal entity; and individuals proposing a personal contract arrangement are eligible to apply.

c. Entities with demonstrated experience, financial stability, and the ability to deliver the services listed in Part 3. Scope of Work.

d. Public and private, for profit and nonprofit organizations, community Based Organizations (CBO’s), and Faith Based licensed to conduct business in the State of Texas.

e. Businesses that are certified by the State through the Veteran Heroes United in Business (VetHUB) program are encouraged to respond to this RFQ.

f. Proposers are responsible for familiarity with all applicable federal and state laws, regulations, and rules in the development of their response to this RFQ. The selected contractor will be required to assume full responsibility for all services included in a contract. Contractor may not assign, transfer, or otherwise dispose of any portion of a contract in whole or in part, to any third party, without the prior written approval of the Board.

g. Proposers with complete comprehensive knowledge of and strict compliance with all federal, state, and local laws, rules, regulations, and ordinances governing human resources, employee benefits, and payroll administration. This includes, but is not limited to, FLSA, FMLA, ADA, EEOC, ACA, COBRA, and IRS tax regulations.

2.6 Ineligible Proposers

a. Entities that are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in any procurement of non-procurement programs by any Federal department or agency are not eligible to respond to this Solicitation or receive a contract.

b. The Board is prohibited from contracting with any entity debarred, suspended, or otherwise excluded from or ineligible for participation. Accordingly, a contract requires contractors to certify compliance with the Federal regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98.510, Participant’s Responsibilities. The contractor must certify that to the best of its knowledge and belief that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by a Federal Department or Agency.

c. Any entity that has an outstanding Unemployment Insurance overpayment balance payable to the State of Texas or any for-profit corporation that is delinquent in its franchise tax payments to the State of Texas is ineligible to respond to this Solicitation. Entities that directly provide developmental services (training or education services) are ineligible to respond to this Solicitation.

d. In addition, violation of the following provisions may cause a bidder’s application to be rejected:

a. Bidders shall not under penalty of law, offer or provide any gratuities, favors, or anything of monetary value to an officer, member, employee, or agent of the Board to influence their selection.

b. No employee or agent of WSRCA shall participate in the selection or administration of a contract if a conflict of interest, or potential conflict, is involved.

c. Bidders shall not engage in any activity that restricts or eliminates competition.

d. The contents of a successful bid may become a contractual obligation. Failure of the Bidder to accept this obligation may result in cancellation of the award. No plea of error or mistake shall be available to successful offeror as a basis for release of proposed services at stated price/cost.

2.7 Proposer Qualifications & Competencies

The Board is seeking proposals with the following qualifications:

a. Texas Licensed Broker - Licenses and Certifications required or listed as an eligible surplus lines’ carrier.

b. Demonstrated experience providing similar services in scope and size within the past three years for Municipal, Government, and/or Non-Profit Agency.

c. Demonstrated knowledge of market trends, legislation (ACA, COBRA, ERISA, etc.), and cost-saving strategies.

d. Ability to offer a diverse range of benefit options, including health, dental, vision, disability, life insurance, and voluntary benefits.

e. A Strong knowledge of Affordable Care Act (ACA), ERISA, HIPAA, and COBRA compliance, with the ability to provide guidance to WSRCA HR department.

f. Ability to offer self-funded vs. fully insured plan comparisons.

g. Ability to assist with benefits administration, claims support, and employee communications as well as assist with reporting requirements (e.g., Form 5500, 1095-C) for WSRCA’s HR department.

h. Ability to provide year-round benefit support for WSRCA HR and employees.

i. Demonstrated capacity, skills, professional judgment and demonstrated ability to accurately assess risk exposure to WSRCA and analyze insurance options that provide adequate coverage, to accomplish the work solicited in the RFQ and perform successfully under the terms and conditions of a contract with the Board.

j. Assurance the Contractor’s performance of the terms and conditions of a contract with the Board will be undertaken in accordance with the highest level of integrity and business ethics.

k. Capacity and demonstrated ability and experience to perform exceptionally under the terms and conditions of a contract with the Board are encouraged to respond.

2.8 Solicitation Process

WSRCA Uses Euna Procurement/Bonfire to manage procurement opportunities. Vendor registration in Euna Procurement/Bonfire is required to respond to open solicitations. Proposers will be able to access solicitation documents and submit proposals and communicate only through the EUNA/Bonfire portal.

WSRCA will post all solicitation notices and updates on the WSRCA Website, EUNA/Bonfire WSRCA Portal, ESBD website, and LinkedIn, links are listed below. It is the responsibility of proposers to check any of the websites for updates.

Vendors, please register for free with the Workforce Solutions Rural Capital Area Euna Procurement/Bonfire Portal: https://workforcesolutionsrca.bonfirehub.com/ Website Links:

https://workforcesolutionsrca.bonfirehub.com/ https://workforcesolutionsrca.com/procurement https://www.txsmartbuy.gov/esbd search Rural Capital Area A1991.

https://www.linkedin.com/company/workforce-solutions-rural-capital-area/

2.9 RFQ Solicitation Structure

This RFQ Solicitation consists of two distinct parts. Review both files carefully before preparing your reply.

a. Document 1: RFQ/Solicitation - Contains the Instructions, Scope of Work, project background, requirements, evaluation criteria, and instructions. Do not upload this file.

b. Document 2: Proposal Submission Packet – Contains the mandatory response templates, forms, and legal certifications.

c. Bonfire Submission Process - To submit a valid proposal, log into your vendor account onto our Bonfire Portal and upload your completed proposal. Your submission must include the following two files:

1. Proposal Submission Packet: Fully completed, signed, dated, and uploaded as a PDF file.

2. Budget: Fully completed and uploaded in Excel format.

Proposals are due via https://workforcesolutionsrca.bonfirehub.com./

Failure to upload both the signed PDF Proposal Submission Packet and the Excel budget via your Bonfire account portal will result in disqualification.

2.10 Solicitation Manager

The WSRCA Human Resources-Payroll-Benefits Brokerage Services RFQ is managed by Nellie Reyes, Director of Procurement and Contract Administration.

2.11 Solicitation Schedule

The following schedule is subject to change at the discretion of WSRCA.

Posting Notice

Thursday, September 24, 2026

2.12 Posting Notice

On September 24, 2026, WSRCA issued a cancellation notice for RFQ 320-15-2603 and announced this new publicly available solicitation for Human Resources-Payroll-Benefits Services. RFQ 320-15-2604 will be made available to all interested firms through the public posting identified in this RFQ. The Human Resources Payroll Benefits Brokerage Services Solicitation 320-15-2604 is issued by the Workforce Solutions Rural Capital Area (WSRCA) Board, under the direction of Paul Fletcher, Chief Executive Officer, 701 E Whitestone Blvd., Suite 200, Cedar Park, TX 78613.

2.13 Solicitation Questions

Bidders may submit questions to https://workforcesolutionsrca.bonfirehub.com/ By Friday, October 2, 2026. All properly submitted questions will be compiled and responded to in a Q&A document posted by Tuesday, October 6, 2026, https://workforcesolutionsrca.bonfirehub.com/. WSRCA reserves the right to determine the appropriateness of comments and questions that will be posted.

All WSRCA staff, Board members, officers, or authorized representatives are precluded from entertaining or answering questions concerning this Solicitation. Bidders are asked to respect this condition by not asking questions or making requests for assistance, except by submitting questions as stated above.

2.14 Proposal Submission

Proposers will need to download the “Proposal Submission Packet” for completion from https://workforcesolutionsrca.bonfirehub.com/. The Proposal Submission Documents are due in Bonfire no later than Friday, October 16, 2026, 11:00 PM.

Proposals received after the due date and time will not be accepted or considered under this procurement. No exceptions will be made to this requirement for any reason. The timely delivery of proposals is the sole responsibility of the proposer.

WSRCA is not responsible for any failures and/or errors of omission. Disputes concerning late or non-delivered proposals cannot be appealed. Any proposals or amendments received after the specified deadline will not be considered and will be deemed as late and non-responsive.

Any modification or amendment to a proposal already submitted must also comply with the above requirements and response deadline. Any proposals or amendments delivered/received after the specified deadline will not be considered for review and will be deemed late and non-responsive.

2.15 Withdrawal of Proposals

A proposal may be withdrawn at any time prior to the scheduled due date in Bonfire.

A withdrawn proposal will not be considered for review or award and will become the property of WSRCA.

2.16 Open Records and Texas Public Information Act

Proposers are hereby notified WSRCA strictly adheres to the Texas Public Information Act, Government Code, Chapter 552, to all statues, court decisions and the opinions of the Texas Attorney General with respect to disclosure of public information. Proposals submitted in response to the Solicitation are subject to the Texas Public Information Act, Government Code, Chapter 552, and may be disclosed to the public upon request. Therefore, any confidential, privileged, or proprietary information contained within a proposal must be clearly identified by the proposer in the proposal itself (each applicable page clearly marked). Such information will be kept confidential by WSRCA to the extent permitted by State law.

The Board may seek to protect from disclosure all information submitted in response to this Solicitation until a final agreement is reached. Upon execution of a final agreement, the Board will consider all information documentation, and other materials requested to be submitted in response to this Solicitation to be of a non-confidential and non-propriety nature; therefore, subject to public disclosure under Chapter 552.001.

Proposers will be notified of a request for public information that applies to their materials and will have the opportunity to raise any objections to disclosure to the Texas Attorney General. Certain information protected from release is found in Sections 552.101, 552.110, 552.113 and 552.131 of the Government Code.

2.17 Award

This is a competitive procurement utilizing the Request For Qualifications (RFQ) method, and as such, an award does not have to be based on the lowest priced proposal. The proposals most advantageous to WSRCA in terms of proposer’s qualifications and quality of the proposals will be recommended for contract negotiations and may not be the lowest bid. An award will be offered to an eligible organization possessing the qualifications and demonstrated ability to perform successfully under the terms and conditions of a contract with WSRCA.

2.18 Contract Type

WSRCA expects to execute a single contract resulting from this RFQ. This will be a Fixed Price contract. Proposers will include hourly rates and all costs required to perform the Human Resources-Payroll-Benefits Brokerage Services listed in Part 3 Scope of Work.

2.19 Contract Period

Any contract resulting from this Solicitation will be for a one-year period, beginning on or after January 1, 2027 – December 31, 2027. WSRCA may renew the contract up to four (4) additional one-year (1) periods not to exceed five total years. Contract renewals are at the sole discretion of WSRCA and are based on compliance with contractual obligations, Contractor’s performance, availability of funds, and other factors as determined by WSRCA.

WSRCA reserves the right to: vary or change the terms of the contract, to terminate the contract prior to, or extend the end date, to increase or decrease the contract award, and/or change the scope of work, at any time based on Contractor performance or non-compliance as it deems necessary in the interest of Workforce Solutions Rural Capital Area.

2.20 Funding

Funding for the Human Resources-Payroll-Benefits Brokerage Services Contract is contingent upon the availability of state funding and receipt of sufficient program funds from the Texas Workforce Commission and other funding sources of WSRCA. WSRCA reserves the right to negotiate fees and costs with any vendor who is qualified per the evaluation criteria. The actual amount of the contract award will be based on the proposed budgets, availability of funds, and standards for the use of public funds. All costs must be reasonable and necessary to conduct the requested services.

Any contract award resulting from this Solicitation will be subject to early termination in the event Federal and/or State funding from Texas Workforce Commission is terminated or reduced to a level where continued funding of contracted services is no longer feasible. Such termination shall be without penalty. The Funding Clause will be added to any resulting contract agreement.

2.21 Contract Re-Assignment

If a Contractor fails to perform as required or expected, WSRCA reserves the right to terminate the contract and assign the contract in whole or in part, to a similarly ranked proposal obtained through this procurement. WSRCA may choose an alternative means of reassigning the contract based on its best interests. The Contractor may not reassign any aspect of the contract.

2.22 Equal Opportunity / Non-Discrimination

WSRCA must comply fully with the nondiscrimination and equal opportunity provisions of the following laws:

· Section 188 Workforce Innovation and Opportunity Act of 2014 (WIOA).

· Titles VI and VII of the Civil Rights Act of 1964, 42 U.S.C. § 20000d et seq., and § 2000e-16, as amended;

· The Rehabilitation Act of 1973 §§ 503, 504, and 508, 29 U.S.C. §§ 793. 794, and 794d, as amended,

· Title IX of the Education Amendments of 1972, 20 U.S.C. §§ 1681-1688, as amended;

· The Age Discrimination Act of 1975, 42 U.S.C. § 6101 et seq., as amended;

· The Americans with Disabilities Act, 42 U.S.C. § 12101 et seq., as amended;

· The Non-Traditional Employment for Women Act of 1991, as amended;

· WIOA § 188, 29 U.S.C. §3248;

· 29 C.F.R., Part 38, Implementation of the nondiscrimination and Equal Opportunity provisions of WIOA, and all other regulations implementing the laws listed above.

Respondents to this solicitation assure WSRCA that it will comply with all applicable federal, state and local nondiscrimination laws, including the provisions from the Department of Labor under Title 1 of WIOA, as applicable.

2.23 Governing Provisions and Limitations

Exhibit A Governing Provisions And Limitations are the conditions that apply to this Solicitation and any subsequent contract. Any potential contract resulting from this Solicitation is contingent on the results of a pre-award process performed prior to signing a contract. The ultimate result of the Solicitation process is to select a contractor with whom to negotiate a contract for the items listed in Part 3.0 Scope of Work; however, the Board has no legal requirement to execute a contract based on any proposal received. Please review Exhibit A Governing Provisions and Limitations, sign Attachment C Proposer Certification - Signature Authority in the Proposal Submission Packet - acknowledging it has been read and understood.

2.24 Administrative Provisions and Other Limitations

Exhibit B Administrative Provisions and Other Limitations are the administrative conditions that apply to this Solicitation and any subsequent contract. Any potential contract resulting from this Solicitation is contingent upon the review of the provisions and acknowledgement.

Please review Exhibit B Administrative Provisions and Other Limitations, sign Attachment C Proposer Certification - Signature Authority in the Proposal Submission Packet - acknowledging it has been read and understood.

PART 3. SCOPE OF WORK

3.1 Overview

Workforce Solutions Rural Capital Area Board (WSRCA) seeks proposals from qualified organizations for Human Resources, Payroll, and Benefits Brokerage Services for the provision of comprehensive integrated or modular Human Resources Services Benefits. WSRCA is seeking responses that include all services requested. Proposers do not need to offer all services; however, they must provide options for services not included.

The selected vendor will provide the full range of benefit services related to the implementation, maintenance, communication, and improvement of its group benefit programs.

The following are the services WSRCA is seeking.

· Human Resources Services and Compliance

· Payroll Administration

· Employee Benefits Brokerage (Health & Retirement)

· Performance Management System

· Learning Management System (LMS)

3.2 Deliverables

a. Provide the full range of benefit services related to the implementation, maintenance, communication, and improvement of its group benefit programs.

b. Partner with the Board’s Human Resources Team, be hands-on, proactive, responsive and informed on mandates and trends.

c. Identify plan/vendor consolidation opportunities, and design changes that will reflect the board’s overall benefit strategy and increase employee understanding.

d. Accurately and thoroughly assess WSRCA’s risk exposure, research, and analyze benefit and insurance options that provide the best value and coverage to meet our needs.

e. Update WSRCA on changes in the insurance industry.

3.3 Five Core Areas

I. Core Human Resources Services and Compliance

a. Employee record management

b. Onboarding/offboarding workflows

c. HR compliance (EEO, FMLA, ADA, etc.)

d. HR policy advisory support

e. Document repository and reporting tools

II. Payroll Administration

a. Biweekly payroll processing

b. Direct deposit and payroll tax filing

c. Year-end tax documentation (W-2, 1099)

d. PTO tracking and accrual calculations

e. Integration with time and attendance systems

III. Benefits Brokerage (Health and Retirement)

a. Plan selection and design

b. Market analysis and carrier negotiation

c. Open enrollment support

d. Employee communications and claims assistance

e. COBRA administration and ACA compliance

f. Retirement plan brokerage and compliance support (401(k), 403(b), etc.)

IV. Performance Management System

a. Goal setting and cascading tools

b. Self, peer, and manager reviews

c. Calibration tools and rating scales

d. Real-time feedback and recognition

e. Integration with HRIS and LMS platforms

f. Analytics/reporting dashboards

V. Learning Management System (LMS)

a. Course library and content hosting

b. Custom learning paths and role-based training

c. SCORM/AICC/xAPI compliance

d. Progress tracking and certificates

e. Integration with performance data

f. Admin and user dashboards

3.4 WSRCA Employee Benefits Plans

Exhibit D WSRCA Employee Benefit Plans. provides the list of Employee Benefits the Broker will manage. The selected proposer must comply with the following in requesting quotes for insurance and benefits on behalf of WSRCA.

a. Document and provide the WSRCA solicitation process used in obtaining quotes for each line and its renewals.

b. Full and open competition affects many areas of procurement, including, but not limited to:

i. Taking Care not to define the business need in a manner that restricts competition.

ii. Impartiality of people involved in the procurement.

iii. Scrutinizing requests to conduct noncompetitive procurements.

iv. Development and use of a list of bidders to notify interested entities about opportunities.

v. Development of solicitation specifications and technical requirements.

vi. Clarity of the purpose and statement of work.

vii. Adequate time permitted for suppliers and potential offerors to respond.

viii. Secure handling of quotation and offers.

ix. Recommendation based on selection process using cost-analysis established criteria.

x. Provision of all declinations with written explanation of inability to offer coverage.

xi. Negotiations.

3.5 Compliance and Regulatory Requirements

a. Statutory Compliance: The proposer must operate in full compliance with all current and future federal, state, and local labor and employment laws.

b. Payroll and Tax Laws: The proposer must show expertise in federal and state payroll tax withholding, reporting requirements, and wage and hour laws.

c. Benefits Administration: The proposer must understand healthcare reform, insurance regulations, and retirement plan compliance rules.

d. Proposers must demonstrate comprehensive knowledge of and strict compliance with all federal, state, and local laws, rules, regulations, and ordinances governing human resources, employee benefits, and payroll administration. This includes, but is not limited to, FLSA, FMLA, ADA, EEOC, ACA, COBRA, and IRS tax regulations.

3.6 Objectives

The goal is to improve organizational efficiency by implementing centralized and scalable tools and services that:

a. Ensure compliance with employment regulations

b. Streamline payroll and benefits administration

c. Support employee growth through structured performance tracking

d. Deliver flexible, trackable learning opportunities

e. Enhance employee engagement and retention

3.7 Loss Runs

Provide a semi-annual and annual report of all claims, amount paid, and amount reserved. The semi-annual report when requested and the annual report shall be furnished without request within 60 days of the end of each report period. The report should continue to be provided until all claims are closed, even after the expiration of the policy period.

3.8 Coverage Binders

Provide assurance policy binders detailing coverage to be provided and must be delivered to WSRCA prior to the effective date of coverage. The insurance policies will be delivered within 60 calendar days following the inception of coverage.

3.9 Renewal Pricing

Provide an indication of renewal pricing and coverage terms not less than 120 calendar days prior to the anniversary date of each benefits line. Notice of non-renewal by the insurer must be provided not less than 120 calendar days prior to the anniversary date. Premium increases may result in the contract being re-bid.

listed below. The budgets are approximate and subject to change.

PART 4. PROPOSAL REVIEW AND EVALUATION PROCESS

4.1 Proposal Review and Evaluation

The selection of a contract resulting from this Solicitation will be made only to a “responsible contractor” who has demonstrated competence and qualifications, including but not limited to a satisfactory record of past performance; integrity and business ethics; fiscal accountability; sufficient financial and technical resources;

and ability to meet the requirements and expectations of this Solicitation.

4.2 Evaluation Process

The evaluation process will consist of the following:

a. Responsiveness Review. WSRCA will review each proposal before evaluation. A proposal must meet the following requirements to advance to the evaluation team, subject to WSRCA’s authority to waive a minor submission defect described in C below.

1) WSRCA receives the proposal through Bonfire by the submission deadline.

2) The proposal includes all required substantive responses and documents, including the completed Excel budget as stated in the Submission Packet.

3) The proposal follows the submission format and order as stated in the Proposal Submission Packet, subject to WSRCA’s authority to waive minor defects.

4) The proposal includes a signed Attachment C and all required signed certifications.

5) The proposal does not present an unresolved real or apparent conflict of interest that prevents its consideration.

b. A proposal that does not meet these requirements and does not qualify for a documented minor submission defect waiver will be deemed non-responsive and will not be evaluated.

c. Minor Submission Defects – WSRCA may waive a defect in a proposal received by the deadline if:

1) WSRCA determines and documents that the defect is minor.

2) The defect does not affect the proposed services or prices.

3) The defect does not prevent evaluation under the published criteria.

4) The defect does not give the proposer a competitive advantage.

5) An omitted signature on Attachment B may qualify if the proposal contains a timely signed Attachment C and all required signed certifications establishing the authorized proposer’s commitment.

6) WSRCA will apply the same standard to all proposers.

7) WSRCA will not waive a late submission, a missing Excel budget, a missing substantive response, a missing signed Attachment C, or missing required signed certifications.

8) A clarification may explain material submitted by the deadline but may not supply a missing substantive response after the deadline.

d. Proposals deemed “responsive” will be evaluated/scored by a designated review team, using specific criteria and a standardized instrument.

e. Selection and Award of a contract will be based on assessment of all evaluation criteria and point values stated in Section 4.3. WSRCA will document its best-value decision and award only to a responsible proposer, subject to the required pre-award review and successful contract negotiations.

f. Budget Costs will be evaluated for fair and reasonableness, prudency and allowability. If professional fees are consistent with published fees of professional associations and do not exceed maximum provided by State law.

g. Proposals will be scored independently by each evaluator. The evaluation results will be ranked based on the average scores of the evaluation team.

h. Board staff may conduct a verification of references.

i. WSRCA reserves the right to

1) Negotiate price and terms with all Proposers.

2) Accept or reject all or any part of an offer.

3) Waive minor technicalities.

4) Request Best and Final Offers from all or any bidders and make an award that represents the best value to WSRCA.

5) Determine the final price/terms during Best and Final Offer negotiations.

6) Consider performance and expenditure information on other contracts or grants in awarding funds under this Solicitation.

j. Select proposers may be requested to participate in a question-and-answer session with the Board as part of their deliberations.

k. Final selection and award of contract shall be made by the CEO subject to successful contract negotiations.

l. All contract awards will be considered conditional, pending a pre-award review and successful completion of contract negotiations.

NOTE: The Board is not required to contract with the entity receiving the highest score/ranking because of the evaluation process. The Board reserves the right to depart from the scoring/ranking if it deems such departure better serves the value and interests of the Board and the workforce system’s customers.

4.3 Evaluation Criteria

Proposals must achieve an overall score of 70 to be considered for selection and award. Proposals will be evaluated using the criteria below.

The evaluation criteria and point values are as follows:

#1. Demonstrated Capabilities & Qualifications (30 points)

Evaluates the proposer’s ability to deliver the requested services in Part 3 Scope of Work and in the RFQ based on the organization’s size, staff expertise, certifications, and experience. The Board seeks evidence of relevant industry knowledge, organizational structure, staff capacity, and professional standing.

#2. Demonstrated Experience (Similar Projects) (15 points)

Focuses on the proposer’s past performance in delivering similar services, especially to government, non-profit, or multi-county entities. Includes market analysis methods, vendor negotiation strategies, insurance placement, and project management. Proposer must demonstrate experience brokering related types of benefits/insurance listed in Part 3 Scope of Work.

#3. Ease of Implementation (15 points)

Assesses how smoothly the proposer can transition and implement services. Includes project management approach, onboarding, training, transition planning, user readiness, and HR support.

#4. Integration and Scalability (15 points)

Evaluates the proposer’s ability to integrate with WSRCA’s current systems and scale services as organizational needs change. Looks at compatibility with HRIS, LMS, payroll, benefits administration tools, and adaptability for growth.

#5. Cost Competitiveness (25 points)

Measures the overall value of the services provided relative to cost. The evaluation considers whether pricing is transparent, reasonable, and offers cost-saving opportunities without sacrificing service quality.

#6. Texas Vet/Historically Underutilized Business / Bonus (5 points)

A proposer will receive five bonus points if it holds an active Veteran Heroes United in Business (VetHUB) certification issued by the Texas Comptroller of Public Accounts as of the proposal deadline. To request these points, include a copy of the current VetHUB certificate in the Proposal Submission Packet. WSRCA may verify certification in the Comptroller’s VetHUB Directory. A proposer that does not request or qualify for these bonus points remains eligible for evaluation if its proposal otherwise meets the RFQ’s responsiveness requirements.

TOTAL POSSIBLE POINTS 105 Points

4.4 Best and Final Offers

WSRCA reserves the right to negotiate with and/or to request Best and Final Offers (BAFO) from any or all bidders as a part of the formal evaluation process. If WSRCA requests a formal, written BAFO, the bidder will be notified of the allotted time to respond to the request. If the bidder does not respond to WSRCA’s request within the allotted time, WSRCA will consider the most recent offer to be the BAFO.

4.5 Selection and Award Announcement

WSRCA will officially select and award a single or multiple contract (preference is single) to the successful proposer(s). Once the Board officially awards the contract, all proposers will be notified in writing of the selection of the award within 10 business days of the decision.

4.6 Inquiry And Appeal Process

WSRCA is the responsible authority for handling complaints or protests regarding the procurement and proposal selection process. This includes, but is not limited to, disputes, claims, protests of selection or non-selection for award, or other matters of a contractual or procurement nature. Matters concerning violation of laws shall be referred to such authority as may have proper jurisdiction. Note: Scoring is not grounds for an appeal unless there are material violations of the procurement process. Please read EXHIBIT C - INQUIRY AND APPEAL PROCESS for information on the appeal process.

PART 5. PROPOSAL PREPARATION AND SUBMISSION

5.1 Instructions for Submitting a Proposal

The Proposal Submission Packet is a separate set of required forms in EUNA/Bonfire to download, complete and submit. This section provides details for the Proposer’s response requirements. Please carefully read and follow the guidance in this section.

Proposers must download, complete and submit in EUNA Bonfire The Proposal Submission Packet. The submission must contain all the responses, signatures, and required documents in ONE file, not submitted as several individual documents. The exception, the Excel Budget will be submitted in a separate form. Any confidential or proprietary information should be clearly marked as such.

5.2 Proposal Submission

Proposals and/or amendments will be deemed non-responsive and not considered for review or award if they are received after the Solicitation deadline, Friday, October 16, 2026, 11:00 PM. Emphasis must be placed on addressing all the requirements of this Solicitation in a clear and concise manner. All documents submitted must be legible, complete, and fully assembled in the order as stated in ATTACHMENT A Proposal Response Checklist/Order of Submission in the Proposal Submission Packet.

5.3 Proposal Validity Period

Proposals submitted in response to this Solicitation shall remain valid for WSRCA’s acceptance for a minimum of one hundred twenty (120) calendar days after the submittal deadline, to allow for evaluation, selection, and Board action.

5.4 Submission Order

The proposal must be submitted with all required documents and information as required in The Proposal Submission Packet.

a. Assemble the Proposal Submission Packet in the order and clearly mark using the ATTACHMENT A PROPOSAL RESPONSE CHECKLIST/ORDER OF SUBMISSION in the Proposal Submission Packet.

b. The Proposer will add a Proposer’s Cover Page and Table of Contents. Any additional documents must be added to the checklist and placed in order after the Certification of VetHUB and before ATTACHMENT G CERTIFICATION REGARDING LOBBYING.

c. Complete all information on ATTACHMENT B. PROPOSAL COVER FORM. Identify a liaison or primary contact person as well as the Signatory Authority – a person with the legal authority to negotiate and sign a contract on behalf of the proposing organization to sign ATTACHMENT C. PROPOSER CERTIFICATION-SIGNATURE AUTHORITY. The same person should sign all certifications.

d. ATTACHMENT D EXECUTIVE SUMMARY is a required although it will not be scored. Prepare a brief (1-2) page highlighting the proposer’s organizational history; qualifications and experience in providing the Human Resources Payroll Benefits Brokerage Services detailed in Part 3.0 Scope of Work, and the overall approach to delivering the services solicited in the Solicitation; and any unique or innovative aspects of your proposal. Also describe the benefit or value-add your organization would bring to WSRCA and what separates you from other proposers.

5.5 Proposal Response

Proposers should thoroughly review Part 3 Scope of Work, Part 4 Proposal Review and Evaluation Process, and Part 5 Proposal Preparation and Submission, and EXHIBITS D-H to prepare a proposal response. The Proposal Submission Packet includes ALL the required documents, to include the proposal response document (Attachment E) to address the requirements of Part 3 Scope of Work, necessary to respond to this solicitation.

a. Prepare a response for each statement listed in ATTACHMENT E SCOPE OF WORK PROPOSAL RESPONSE.

b. The proposal should provide a complete description of the proposed plan for providing Human Resources Payroll Benefits Brokerage Services as listed in Part 3.0 Scope of Work.

c. Narrative responses should be clear, concise, and relevant.

d. Use as much space as needed to respond to each statement.

e. Include all required attachments in the order of Attachment A Proposal Response Checklist.

f. Proposers will develop and upload an Excel Budget as a separate document.

g. Proposals will be evaluated using 4.3 Evaluation Criteria.

h. The Proposer should provide a complete description of the proposed plan for providing Human Resources-Payroll-Benefits Brokerage Services as listed in Part 3.0 Scope of Work.

i. Proposers may attach additional documents and information to support the proposal.

PART 6. EXHIBITS

EXHIBITS A through G are provided in the following section.

EXHIBIT A - GOVERNING PROVISIONS AND LIMITATIONS

EXHIBIT B - ADMINISTRATIVE PROVISIONS AND LIMITATIONS

EXHIBIT C - INQUIRY AND APPEAL PROCESS

EXHIBIT D - WSRCA EMPLOYEE BENEFITS PLANS

EXHIBIT E - WSRCA GENERAL BENEFITS INFORMATION

EXHIBIT F - WSRCA ORGANIZATION CHART

EXHIBIT G - WSRCA EMPLOYEE CENSUS COUNT

EXHIBIT H - WSRCA PTO POLICY

wsrca HUMAN RESOURCES-PAYROLL-BENEFITS BROKERAGE SERVICES RFQ 320-15-2604 2

EXHIBIT A – GOVERNING PROVISIONS AND LIMITATIONS

a. WSRCA will provide any information that is specific to WSRCA, and the requirements listed in Part 3.0 Scope of Work.

b. Employees of the Contractor are subject to the exclusive control and supervision of the Contractor. The Contractor is solely responsible for personnel matters including hiring, discipline, termination, supervision, background checks, training, evaluation, etc. of its employees.

c. The Contractor must provide reports in the format and within the timeline requested by WSRCA.

d. Private non-profit organizations and agencies of state or local government responding to this Solicitation must include the following: 1) a resolution from the respondent’s governing body or board authorizing the submission of a proposal; and 2) a letter of transmittal from the chief executive officer of the respondent’s organization.

e. Private for-profit corporations submitting a proposal must include a statement signed by an authorized representative of the corporation authorizing submission of a proposal.

f. The proposer must be current in Unemployment Insurance taxes, Payday and Child Labor law monetary obligations, and Proprietary School fees and assessments payable to the State of Texas and has no outstanding Unemployment Insurance overpayment balance payable to the State of Texas.

g. The Contractor must provide WSRCA with a certification of compliance for the requirements of Texas Family Code 231.006 for payment of child support.

h. Appeal Process and Procedures for Opportunity to Protest, the CEO has the authority to settle or resolve any claim of an alleged deficiency or protest. The procedures for notifying WSRC of an alleged deficiency or filing a protest are listed on our website at https://workforcesolutionsrca.com.

EXHIBIT B – ADMINISTRATIVE PROVISIONS AND LIMITATIONS

a. Failure to comply with any of the provisions of this Solicitation may cause a proposal to be disqualified and rejected from consideration.

b. All proposals submitted to WSRCA become the exclusive property of WSRCA.

c. The proposal, if accepted, will become the basis for the contract Scope Of Work.

d. This Solicitation is not a purchase agreement or contract, or as a commitment of any kind; nor does it commit WSRCA to pay for costs incurred in the preparation of a response, or any other costs incurred prior to the execution of a formal contract, unless such costs are specifically authorized in writing by WSRCA.

e. WSRCA reserves the right to accept or reject any or all proposals received, to cancel or reissue this…