2026_Life-STD-FSA-COBRA_RFP.xlsx
XLSX spreadsheet 25 KB Posted
- Attached to
- Employee Benefits- Life/STD/FSA/HSA/COBRA
- Solicitation number
- 27-011CH-32RFP
- Issued by
- Maricopa County, Tucson City, Arizona
About this file
This Request for Proposal (RFP) document is issued by the Tempe Union High School District in Arizona for Employee Benefits services covering Life Insurance, Short-Term Disability (STD), Flexible Spending Accounts (FSA), Health Savings Accounts (HSA), and COBRA administration. Proposals must be submitted through the Procurement Portal at https://procurement.opengov.com/portal/tuhsd no later than 2:00 pm on Thursday, November 19, 2026. The RFP seeks qualified vendors to provide comprehensive employee benefits administration services to support the district's workforce. No site visits, bidders' conferences, or specific award dates are referenced in the available documentation. The contract term and any renewal options are not specified in the provided summary information.
Specific pricing terms, set-asides, incumbent vendor information, and funding details are not disclosed in the materials provided. The district's current environment and specific benefit requirements, plan designs, and employee population metrics would be detailed within the full RFP documentation to enable vendors to develop accurate and competitive proposals.
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Vendor Instructions RFP Response Sheet
| Please read the directions below as our process has changed. |
| Please read, review and provide the information requested in this workbook. The cells will automatically expand as needed if your response is longer than the space shown in the cell, however, brevity is expected. Limitations do exist. |
| While the questionnaire may be available upon notice of RFP to the market, the financial exhibits will require a current NDA on file with Segal to obtain them for completion. No exceptions will be made for this process. |
| Beware that some questions request only a Yes or No response. Some questions contain limits on the length of your response. |
| The purpose for these limitations allows the Client to assess the responses as appropriate in a brief manner. |
| The worksheet is also locked so that you can only enter information in the Answers column or on the exhibits as requested. |
| Do NOT insert tabs or extra attachments unless instructed to do so. |
| Do NOT respond by "referring the Client to an attachment". |
| Do NOT delete sections of the questionnaire. If something does not apply to you leave it blank, or mark N/A. If you take something out, it will cause your responses to not line up correctly with the questions when we do the analysis. |
| Should you have any questions concerning the Questionnaire in this RFP, please reach out to the following contact(s) at Segal: |
| 0 |
| 0 |
Response Documents Required for this Request for Proposal:
| 1) Questionnaire - Excel. Requires responses completed and returned in Excel format. DO NOT PDF |
| 2) Financial tabs - Excel. Requires responses completed and returned in Excel format. DO NOT PDF |
| We will not be able to include a response in any format other than Excel in the RFP analysis for the client. |
| Copyright © 2026 by Segal. All rights reserved. |
| This Request For Proposal form is the sole property of Segal and is not intended to be reproduced for any purpose other than review by the Plan Sponsor contracted with Segal to prepare a procurement analysis. This file cannot be copied or reproduced in any method without the written consent by Segal. |
| You must use the Price Exhibit provided in submitting your proposal. You may additionally include your normal underwriting pricing worksheets and caveats. However, we will use your responses on the required Price Exhibit and questionnaire as your proposal response when they differ from any supplemental underwriting materials you provide. |
| Supporting Documents: |
| 1) Summary of Benefits |
| 2) Summary Plan Description |
| 3) Current Census based on applicable lines of coverage |
| 4) Experience for the most recent periods (typically 3 years of data available) |
| Includes Claims and Eligibility, Enrollment History, and Large Claim Experience |
| 5) Scope of Work |
| 6) Public Sector, Procurement Language, Timeline and Requirements (if applicable) |
Questions
| ID | Questions | Answers |
| Section 1 - GENERAL QUESTIONS / QUALIFICATIONS & EXPERIENCE | ||
| 1.1 | What is your company name? | |
| 1.2 | How many years has your firm offered the benefits outlined in the referenced Scope of Work ? | |
| 1.3 | In the last 5 years, has your organization been involved in any Litigation that would prohibit your organization from delivering the Scope of Work outlined in the RFP? | |
| 1.4 | If you have been involved in any litigation in the last 5 years, please explain. | |
| 1.5 | Have you ever had any litigation specific to the District? | |
| 1.6 | If you have had any litigation specific to the District, please explain. | |
| 1.7 | Has your organization completed any mergers or acquisitions in the last 24 months? | |
| 1.8 | If you have completed a merger or acquisition in the last 24 months, what impact will this have on the services provided? | |
| 1.9 | Have you made any recent changes in your operational platform that will impact the success of delivering the services outlined in the Scope of Work? | |
| 1.10 | Are you a broker or agency offering the products in this Scope of Work? | |
| 1.11 | Please respond to the following: | |
| 1.11.a | Is your firm the sole responder to this RFP or are you partnering with other vendors to deliver the Scope of Work? | |
| 1.11.b | If you are partnering with other vendors, please explain who and why? | |
| 1.12 | Do you anticipate any restructuring or reorganizing within the next two years? (this includes addition, reductions, relocations, or redesign of systems) | |
| 1.13 | What are the most recent ratings, including the date of the rating for your company by the following (If not applicable, include a N/A)? | |
| 1.13.a | AM Best | |
| 1.13.b | Standard and Poor's (S&P) | |
| 1.13.c | Moody's | |
| 1.14 | What is your firm's Net Promoter Score (NPS)? | |
| 1.15 | Do you agree that any data and information regarding our client supplied to you for purposes of responding to this RFP will be destroyed immediately upon receiving notice that you were not the successful winner? | |
| 1.16 | Recipient confirms and agrees that the data and information provided, which may include protected health information related to plan’s participants and beneficiaries, provided under the Agreement (“Plan Data”) is and shall remain the property of the plan. Recipient is not granted any right, title or interest in any Plan Data. Recipient may use and disclose Plan Data solely as necessary to effectuate the purpose and will not use, disclose, decompile, or reverse engineer, any Plan Data in support of Recipient’s other business activities. Specifically, Recipient will not de-identify any Plan Data or aggregate Plan Data (whether or not de-identified) with data received from Recipient’s other clients, customers or data sources. | |
| 1.17 | Should your firm be awarded this RFP, identify any services performed outside the borders of the United States of America. | |
| Section 2 - MINIMUM REQUIREMENTS | ||
| 2.1 | Proposal Responses (Initial and Best and Final, if applicable) and Interviews (if applicable) will become part of the final contract. Do you agree that your written response to this RFP, written information provided as part of the interview or clarification questions will become part of the final contract for services outlined in the Scope of Services? | |
| 2.2 | Do you agree that the contract will not "auto" renew annually, and you will send a renewal confirmation each year, whether or not under a rate/fee guarantee, no later than 180 days from the effective date of coverage? | |
| 2.3 | Confirm that your proposal fees are guaranteed for a minimum of 12 months. Multi-year contracts are favored. | |
| 2.4 | Confirm the rates and fees quoted in your proposal are firm and will not be recalculated based on actual enrollment. | |
| 2.5 | Do you agree that the terms of the RFP responses are valid until a final contract is executed? | |
| 2.6 | Confirm you understand that the Contract, if awarded, will be written for the length of one (1) year with the option to renew for four (4) additional one-year periods. | |
| 2.7 | Do you agree that this bid response is NOT contingent on purchasing any services other than in the Scope of Work? | |
| 2.8 | Do you agree that any provisions for restating premium rates due to changes in enrollment that exceed a 15% need to be confirmed as acceptable with the client? | |
| 2.9 | Do you agree to provide no less than 30 day notice for any changes involving the sale, merger, data breaches, layoffs, participating provider terminations, consolidations, or outsourcing of services to foreign workers? | |
| 2.10 | Confirm you will not solicit the District's members for any other products or services that your firm might offer, and confirm you will not sell any mailing or other list that includes the District's member information without express written consent from the District. | |
| 2.11 | Do you agree to maintain all required records for seven years, pertaining to the administration of the plans in force? | |
| 2.12 | Are you able to provide the services outlined in the Scope of Work? | |
| 2.13 | Confirm that your pricing does not include commissions? | |
| Section 3 - ACCOUNT MANAGEMENT | ||
| 3.1 | Confirm the Account Manager will respond to phone calls or emails within 24 hours of receipt. | |
| 3.2 | Confirm you will attend the Open Enrollment meetings to review benefits and respond to questions. | |
| 3.3 | How many clients does the Account Manager currently support? | |
| 3.4 | Confirm the Account Manager will present any legislative impacts to the employee/member benefits or any changes recommended for approval by the District. | |
| 3.5 | Do you agree that all sample forms and communication materials will be provided to the District in advance of distribution for approval (ie, claim forms, enrollment forms, booklets, brochures, flyers, mailers, etc.)? | |
| Section 4 - ADMINISTRATIVE SERVICES | ||
| 4.1 | What is the minimum time for implementation needed to initiate the proposed benefits or scope of work? | |
| 4.2 | Confirm your customer service team is available to serve the District's participants from 8:00AM - 6:00PM, MST. | |
| 4.3 | Do you offer customer service representatives with multiple languages such as Spanish, French, etc.? | |
| 4.4 | Confirm all customer service representatives are located in the continental United States of America. | |
| Section 5 - BASIC LIFE AND AD&D | ||
| 5.1 | Confirm you will not require an employee to be actively at work and dependents to be non-hospital confined on the effective date of the policy? | |
| 5.2 | If you are unable to waive actively at work, explain how you will ensure no employee loses coverage under a change of vendor event? | |
| 5.3 | Are there any takeover limitations or restrictions? | |
| 5.4 | Do you agree to grandfather existing life insurance amounts for all currently covered employees and dependents so that evidence of insurability is not required, even if it is outside of the current policy parameters? | |
| 5.5 | Does your policy include a conversion option? | |
| 5.6 | Is the conversion charge included in your fees/premiums? | |
| 5.7 | Confirm that you will provide a copy of the Evidence of Coverage booklets for both the Basic and AD&D lines of business. | |
| 5.8 | Are you able to match the current basic life and AD&D benefits exactly for all classes of enrollees? | |
| 5.9 | Have you attach any deviations in the form provided for Deviations? Should no response to the Deviations page be received, you are agreeing to match EXACTLY the benefits as outlined in the attached. | |
| Section 6 - VOLUNTARY LIFE AND AD&D | ||
| 6.1 | Are you able to match the requested voluntary life benefits EXACTLY for all plans? | |
| 6.2 | Confirm you listed all deviations in the Deviations Sheet enclosed. Any deviations not noted will assume that you can match current benefits as stated. | |
| 6.3 | How is the District notified when a member needs evidence of insurability? | |
| 6.4 | Do you have a minimum participation requirement? If so, what is it? | |
| 6.5 | Do you agree to accept the current participation level for the Voluntary Term Life Insurance? | |
| 6.6 | Confirm that your rates do not straddle IRS Table 1. | |
| 6.7 | Do you require the employee/subscriber to be actively at work on the effective date of your contract? | |
| 6.8 | Is the policy portable (i.e., can the member retain the same coverage at essentially the same rate if he/she leaves employment)? | |
| 6.9 | Does the Voluntary Life offer a conversion option? | |
| 6.10 | Does the Voluntary AD&D offer a conversion option? | |
| Section 7 - STD | ||
| 7.1 | Are you able to match the requested Short Term Disability benefits EXACTLY for all plans? | |
| 7.2 | How often will you verify the disability status of a claimant? | |
| 7.3 | Do you offer assistance (initial and appeal) in applying for Social Security benefits? | |
| 7.4 | How often and in what manner does your organization communicate with the disabled's physician? | |
| 7.5 | Are members able to access a web portal to check on the status of their claims? | |
| Section 8 - COBRA SERVICES | ||
| 8.1 | Indicate services you provide, including online service tools that would simplify administration for the District's benefit staff. | |
| 8.2 | Do you perform year-end reconciliation to provider information regarding discrepancies to the District? | |
| 8.3 | If you perform year-end reconciliations, when are they performed? | |
| 8.4 | Are the following services included in your policy? | |
| 8.4.a | Election notice/enrollment applications | |
| 8.4.b | Coupon mailing/billing statement (identify frequency of mailing) | |
| 8.4.c | Premium collection | |
| 8.4.d | Notice of termination | |
| 8.4.e | Monthly reporting to the Client | |
| 8.4.f | Weekly paid-thu reporting to vendors | |
| 8.4.g | Submission of premium payments to vendors | |
| 8.4.h | ACH deductions of premiums | |
| 8.4.i | Mailing of rate change letters and annual Open Enrollment election | |
| 8.4.j | Termination of continuation coverage letters | |
| 8.4.k | Conversion notices (if applicable) at end of COBRA continuation coverage period | |
| 8.4.l | COBRA eligibility lists to other insurance companies or administrators | |
| 8.4.m | Quarterly reports demonstrating you have met the performance standards submitted with your proposal as required | |
| 8.5 | What have been your telephone average speed to answer for the location you propose would handle the District's business? | |
| 8.5.a | Current year (year to date) | |
| 8.5.b | Prior year | |
| 8.6 | What has been your average telephone abandonment rate for the location you propose would handle the District's business? | |
| 8.6.a | Current year (year to date) | |
| 8.6.b | Prior year | |
| Section 9 - FSA ADMINISTRATION | ||
| 9.1 | How much lead time is required for implementation? | |
| 9.2 | How often are reimbursements made to participants for the following: | |
| 9.2.a | Health FSA account | |
| 9.2.b | DCAP account | |
| 9.3 | How much initial deposit/pre-funding is required? | |
| 9.4 | Do you agree to provide monthly management reports? | |
| 9.5 | What happens if an ineligible item is charged along with a covered prescription at the point of sale? | |
| 9.6 | Is the following information available on your FSA Website: | |
| 9.6.a | Account balance/status information | |
| 9.6.b | Download reimbursement forms | |
| 9.6.c | list of reimbursable HCRA expenses | |
| 9.6.d | list of reimbursable DCAP expenses | |
| 9.6.e | frequently asked quesitons (FAQ) | |
| 9.6.f | worksheets/calculators to determine appropriate contributions | |
| 9.6.g | quarterly account balance statements | |
| 9.6.h | year-end balance reminder | |
| 9.7 | Do you require the District to maintain their own banking account and then you write checks from that account? | |
| 9.8 | Which of the following non-discrimination tests do you perform each year: | |
| 9.8.a | Health FSA: Eligibility test | |
| 9.8.b | Health FSA: Benefits test | |
| 9.8.c | DCAP: Eligibility test | |
| 9.8.d | DCAP: Contributions and Benefits test | |
| 9.8.e | DCAP: More than 5% owners concentration test | |
| 9.8.f | DCAP: 55% average benefits test | |
| 9.9 | Will you accept hard copy claim submissions by those participants who forget to use their card? | |
| Section 10 - HSA ADMINISTRATION | ||
| 10.1 | What is the name of the HSA administrator (i.e. the Medical TPA, a contracted partner)? | |
| 10.2 | What information or administration services for HSAs are available on your website? | |
| 10.3 | List the services you offer for HSA Administration? | |
| 10.4 | Are individual contributions accepted through the payroll process only (e.g., through a 125 plan) or are after-tax contributions by individual permitted? | |
| 10.5 | Do you have timing rules for when contributions to an HSA must be made? | |
| 10.6 | Do you have timing rules for claims submission and distribution of funds? | |
| 10.7 | Describe the interest rate options available? | |
| 10.8 | Describe the investment options available? | |
| 10.9 | Is there a required opening deposit necessary for the HSA? | |
| 10.10 | Is there a minimum required balance for either an individual HSA or the District's entire group of HSA's? | |
| 10.11 | How often is the HSA account valued? | |
| 10.12 | Is the participant charged a fee for account activity? | |
| 10.13 | Do you charge a fee if the investment account drops below a certain dollar threshold? | |
| 10.14 | If so, what is that threshold and what is the fee? | |
| 10.15 | Do you charge fees for inactivity? | |
| 10.16 | How soon from the time a claim is submitted, is the reimbursement made to a participant? | |
| 10.17 | Do you mail the reimbursement to the participant or do you use a direct deposit system? | |
| 10.18 | Is there a minimum participation required for the HSA? | |
| 10.19 | What happens if this minimum is not achieved? | |
| 10.20 | How long after receipt of an HSA account deposit are funds available to the participant for reimbursement? | |
| 10.21 | What is the claim substantiation process for debit card transactions? | |
| 10.22 | Describe who pays each of the following fees (the District or the participant): | |
| 10.22.a | Set up fees | |
| 10.22.b | Monthly Account administration fees | |
| 10.22.c | Minimum balance requirements | |
| 10.23 | If the client terminates the contract, is there a termination fee? | |
| 10.24 | If so, what is the termination or account closure fee? | |
| 10.25 | Is the termination fee charged to the client, or participant? | |
| 10.26 | What is the minimum amount of lead time you need for implementation? | |
| 10.27 | Are you able to provide an HSA that is indexed to the stock market (or other market other than a savings account)? | |
| 10.28 | What fees are charged with respect to individuals who terminate employment with the District, but retain their HSA with you: | |
| 10.28.a | To the District | |
| 10.28.b | To the participant |
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