25447-RFP-DST_Benefits_Administration_Addendum_2_Questions.pdf

HillsboroughSchools.org • P.O. Box 3408 • Tampa, FL 33601-3408 • (813) 272-4000 Raymond O. Shelton School Administrative Center • 901 East Kennedy Blvd. • Tampa, FL 33602-3507

Superintendent Van Ayres

PROCUREMENT SERVICES

ADDENDUM TO COMPETITIVE SOLICITATION

September 10, 2025

Competitive Solicitation No. and Name: RFP #25447-RFP-DST Benefits Administration

Addendum #: 2

NOTICE TO ALL POTENTIAL BIDDERS/PROPOSERS/RESPONDENTS

The above-referenced competitive solicitation is modified as outlined in this addendum. The original competitive solicitation documents and any previously issued addenda remain in full force and effect, except as modified by this addendum, which is hereby made part of the competitive solicitation. Respondents must consider this Addendum when preparing and submitting their bid/proposal/quote/reply.

1. This Addendum amends the above-referenced solicitation in the following particulars only:

2. Questions and Answers

The following questions and answers are provided as a matter of information to clarify issues raised regarding the competitive solicitation. To the extent that changes to the competitive solicitation are required based on the questions received, the competitive solicitation has been modified as noted above in the competitive solicitation section of this addendum.

Question Answer What obstacles do employees face during enrollment that you’d like to see improved?

Limited hours in which employees can contact the call center after 5 pm, call center limited in languages supported or difficulty understanding call center representatives

Do employees prefer more one-on-one guidance during enrollment, or do they lean toward self-service tools?

Given that our population is growing younger and more technologically proficient, the self-service tool appears the be the most suitable option.

Are there specific groups of employees with unique needs that aren’t fully supported today?

Employees with adult dependents ages 26-30

What challenges does your administrative team face today that you’d like a new solution to help address?

Reliance on processes performed outside of the operating system which creates additional opportunities for errors.

What type of support does your HR or benefits team currently receive from your technology vendor?

Weekly calls, ongoing and ad hoc reporting, ongoing issue resolution with root cause analysis, Annual Enrollment support and analysis

If you could improve one thing about how support is delivered — to employees or administrators — what would it be?

When employees owe additional medical premiums, HCPS would like the balance to be spread evenly across the remaining pay periods in the benefit year. This approach ensures that the employees are brought current while keeping their biweekly deductions consistent and predictable.

When you evaluate benefit programs, what matters most: cost savings, employee satisfaction, outcomes, or a balance?

A balance, depending on the program

Hillsborough County Public Schools Page 2 of 18 RFP #25447-RFP-DST Benefits Administration

If we were sitting down a year from now, what outcomes would make you say, “this partnership really works”?

Timely and comprehensive responses, employees navigating the program with minimal support needed.

Are retirees a closed group? If not, what criteria determine eligibility (e.g., years of service, age, location)?

No, retirees are not a closed group. HCPS determines eligibly.

Do surviving spouses or dependents continue coverage? If so, how are split families handled (e.g., spouse or employee over/under age 65)?

EE goes to Medicare and spouse can stay on coverage, split coverage for retirees only.

How do retirees pay for coverage — direct billing, pension deduction file, or another method?

Some pay premiums via pension and some pay via direct bill thru Alight.

HCPS works with Retiree to decide and advises Alight.

How are retiree rates/subsidies calculated — is there a flat rate or does it vary?

Retirees pay the full premium for each line of coverage they are enrolled in.

What is the process for handling retirees aging into Medicare? Is Medicare coordination required?

Retirees must initiate the change to Medicare on their own and contact HCPS or the Benefits Administrator to drop their coverage. HCPS does not coordinate with Medicare. HCPS has negotiated Medicare plans with Humana outside of the Benefits Administrator's system.

How many retiree classifications exist (beyond pre-65 and post-65)?

Two; Retiree and Disabled Retiree

Of the 646 retirees, how many are enrolled in at least one benefit requiring direct billing?

As of August 2025, there are a total of 724 retirees, 526 of which are enrolled in at least 1 plan requiring direct bill.

Please confirm the number of Federal EINs for ACA services.

HCPS only has 1 FEIN

How many variable-hour employees are tracked for ACA hours/eligibility?

Hours tracking is not in scope.

Can you expand on the ACA “internal assist” item noted in Section 1.6 of the tasks & deliverables?

Alight provides a data file to HCPS to populate the 1095-C fields, including Part I – Applicable Large Employer Member (Employer), lines 7–13, and Part II – Employee Offer of Coverage/Plan Start Month, lines 14–16.

What payroll system do you currently use?

INFOR - Workforce Management (WFM)

What HRIS system do you currently use? INFOR - Global Human Resources (GHR) Which SSO integration(s) is the District interested in implementing?

HCPS is currently using Microsoft Active Directory/Entra

Are there files imported into the current system (e.g., wellness achievement, voluntary benefits)?

No

Are split bills required (by location, entity, department)?

No, split bills are not required.

Please provide enrollment volumes for both Critical Illness and Accident Insurance.

As of June 2025, there were 2,016 employees enrolled in Accident and 2,817 employees enrolled in Critical Illness.

Are employees required to show proof of other coverage to receive the opt-out credit? If so, do they need to recertify annually?

No, proof of coverage is not required.

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Are employees allowed to decline both medical coverage and the opt-out credit?

If an employee waives medical coverage, they are automatically opted out. They do not have to use the opt out credit that is provided. If they do not use the credit to purchase voluntary pre-tax benefits, it is automatically deposited into a Healthcare FSA.

Is HRA administration included in scope? No HRA offered today.

Is Retiree death processing included in scope?

No. HCPS sends information on Census when Retiree passes and should be termed in benefit admin system.

Claims and Appeals: please confirm the level of involvement expected from the service provider. Is claims advocacy included?

Alight only provides confirmation of eligibility and benefit enrollment information.

Confirm the service provider’s role in Power of Attorney services.

Alight notates any POA information so that it is accessible by Benefits Call Center.

Is claims-based decision support of interest?

Yes

Call Center: What is the average annual call volume?

Approximately 12,350

Call Center: What is the average call volume during Open Enrollment?

Average total call volume over the past 3 years is 2,665.

Call Center: What service hours are requested?

Monday-Friday, 8 am-8 pm ET

Call Center: Will retirees use the service center? (The enrollment counts on the pricing tab reflect both active and unenrolled employees.)

Yes, retirees use the service center today.

Will there be a separate questionnaire for Risk & Security?

No, there is only one questionnaire, which has been provided.

What is the name of the benefit administration system/platform that you currently use?

Core Benefits Administration (CBA)

Is the benefit administration system provided by the Benefit Administrator and/or Benefits Consultant or is it owned by HCPS?

The benefits administration system is provided by the Benefit Administrator.

Is the benefit administration system also used for your employee benefit annual enrollments?

Yes

What payroll system does HCPS use? INFOR - Workforce Management (WFM)

Is your benefit administration system and payroll system integrated? If so, describe the type of integration(s).

The Closed Loop Payroll system is linked to the benefit admin system where employee's status, elections, effective date, per pay rate, pay site code and pay schedule are used to assign the appropriate client assigned deduction codes based on plan and/or tier and passed on payroll files to the client with a deduction code, start or stop dates and per pay amount.

There are multiple processes run to exclude FSA deductions, as necessary, so it is not taken in advance of effective date since all other deductions start one month in advance of the benefit effective date.

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What is the current method for your employees to login to the benefit administration/enrollment system? Do employees use their HCPS credentials to sign on through an active directory SSO?

Or is a multi-factor authentication process used?

Please provide your capabilities for login, including username/password or

MFA.

The RFP overview describes that the current administrator calculates arrears for medical premiums which are annualized to incorporate in remaining pay period deductions. If possible, please supply and example calculation and a description of the role of payroll

vs. the H&W benefits administrator in this process.

Example, EE has EE only plan at zero cost per pay period eff 1/1. On 6/27 EE changes to EE+Child eff 6/1 at $283.63 per pay period. Monthly cost is $590.90. Next pay cycle runs on 7/1 for the 7/11 pay date. There are 11 remaining pay dates for $283.63*11 =$3119.93 total regular per pay period deductions . EE owes for 7 months of coverage at $590.90 per month for total of $4136.30. Therefore, EE will have an arrears of $1016.37. Client does takes % of arrears over the course of remaining pay periods. The arrears is sent to client on the arrears report for each remaining pay cycle until arrears is paid.

Please describe how retiree H&W benefits eligibility is determined (e.g., derived within the HRIS system and provided to the H&W administrator via the HRIS file, data to support eligibility determination supplied via the HRIS file, etc.).

HCPS determines eligibility and passes to Benefits Administrator on eligibility file.

How many retirees are in each of the following categories:

- Pre 65

- Post 65

- Life Insurance Only

As of August 2025, there are 512 pre-65 retirees and 212 post-65 retirees.

There are a total of 48 on Life Insurance.

Please describe any differences between the Pre-65 and Post-65 retiree populations (e.g., are Medicare Advantage and/or EGWP plans offered to the retirees, do benefits end with access to coverage through another third-party, etc.).

Medicare-eligible retirees are able to enroll in Medicare EGWP plans offered through Humana.

Are there particular health conditions or cost drivers that your team is prioritizing as part of your benefits strategy, especially as it relates to benefits engagement?

We are happy to discuss our enrollment strategy with the selected vendor.

Does HCPS currently have onsite representation from the Benefits Administration or Consulting firm? If so, how many. If not, is there interested by HCPS in having onsite representation?

No, HCPS does not currently have onsite representatives but can see the benefit of implementing.

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What reporting cadence and format do you expect?

All reports are in excel.

Weekly: Census file errors. Status change reports for ACA, Job Share, Retirees.

Biweekly: Retro and arrears report in conjunction with Payroll File Transmissions.

Monthly: Premium reports. Direct Bill payment received. Direct bill delinquent accounts.

Quarterly: Retro and Arrears for Medical premiums Annual: W2 data to client. FRS report with retiree info uploaded to FRS site

What is the preference for adhoc reporting turnaround (ie) hours/days?

Please provide your standard turnaround time for ad-hoc reporting and any associated fees.

What are expectations on open issue (OI) tracking transparency (how detailed, real-time access vs. monthly summaries?

A tracking system that leaves a ticket open until the issue has come to complete resolution. For example, a family status change with appropriate documentation and completion of adding/dropping dependents

Does HCPS require dedicated service representatives for retiree/death/and disability events?

No.

Does HCPS have interest in technology credits or product commissions offsets from insurance carriers that can reduce or eliminate fees?

Yes, HCPS is interested in exploring all potential options that reduce fees.

Please provide all available options.

What is your preferred pricing structure - PEPM, Flat Fee or Hybrid?

Hybrid

Can you provide a list of all core and voluntary benefits that HPCS currently offers and the name of the insurance carrier who underwrites the product or provide a copy of our current employee benefit guide?

Please see attached copy of the 2026 benefit guide.

What decision support tools are currently provided by Alight, is the current system inclusive of all insurance products or just medical?

No decision support tools are being utilized today. HCPS is interested in exploring this tool in future.

Are there any decision support tools that HCPS does not currently have that you would be interested in having for your employees?

HCPS is interested in reviewing all options.

Can you clarify voluntary product structure flexibility (ie) stacking policies, issue age policies, portability?

Currently no stacking policies. Gap rates based on age as of initial enrollment. EE can contact Life vendor for insurance portability. Please outline your full capabilities for administration of voluntary products.

1.2.1 - It states that the Benefits Administrator will be paid directly by the Benefits Consultant. Can you clarify?

The Benefits Consultant pays the Benefit Administrator fees on behalf of

HCPS.

1.2.1 - Is Alight the current Benefits Administrator and Benefits Consultant?

If so, will the Benefits Administrator and Benefits Consultant be the same in the future?

Alight is the current Benefits Administrator and Aon is the current Benefits Consultant. There are no current plans for the Benefit Administrator and Benefits Consultant to be operated by the same company, however the Benefits Consulting services are planned to be marketed in 2026.

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1.2.1 - Will there be a RFP for Benefits Consultant also published by HCPS? If so, when is that RFP expected to be released?

There will be a RFP for Benefits Consultant services. The timeline is still being finalized, but it will release in early 2026.

1.6 - Can you share the current pricing/fees for each of the services listed in the RFP?

Please see pricing exhibit.

1.6.1 - What is the expected times during the week where the call center would be available? (ie) Mon-Fri 8am-6pm EST

Monday-Friday, 8 am-8 pm ET

1.6.1 - Can you provide reporting on the number of calls received on a weekly basis and the average length of call? Are there peak times during the year that the call center numbers increase?

Approximately 237 per week. Average length of call was 11:00 in 2023 and 10:23 in 2024.

Peak time is in Sept for AE and Oct for AE correction window.

1.6.1 - Is this call center the same used during your open enrollment dates?

Yes

1.6.2 - What is your current process for dependent verification?

As a Dependent is added to coverage, a request for supporting dependent verification documentation is submitted. Employees have 60 days from when dependent added to system/coverage to submit documentation. If not received or dependents deemed ineligible, dependents are denied and coverage termed retro to effective date.

1.6.2 - How often is dependent verification conducted?

Ongoing process throughout the year as a dependent is added to coverage for New Hire, QLE and AE.

1.6.3 - Can you elaborate on what is meant by "assist with an internal ACA item"?

Alight provides a data file to HCPS to populate the 1095-C fields, including Part I – Applicable Large Employer Member (Employer), lines 7–13, and Part II – Employee Offer of Coverage/Plan Start Month, lines 14–16.

1.6.3 - Can you provide additional details on the expectations for ACA Compliance including the Benefit Administrator`s responsibility with reporting?

Alight provides a data file to HCPS to populate the 1095-C fields, including Part I – Applicable Large Employer Member (Employer), lines 7–13, and Part II – Employee Offer of Coverage/Plan Start Month, lines 14–16.

1.6.3 - Can you provide reporting on the number of current COBRA participants?

Approximately 60 enrolled

1.6.3 - What insurance products are part of your COBRA program?

Medical, Dental, Vision, FSA

1.6.4 - Can you provide reporting on the number of Healthcare FSA and Dependent Care FSA accounts that are currently in force?

As of June 2025, there were 1,678 employees enrolled in the Healthcare FSA and 100 enrolled in the Dependent Care FSA.

1.6.5 - Can you provide reporting on the number of direct bills and the and the type of direct bill (LOA, COBRA, Retiree)?

Approximately 500 direct bills per month (355 LOA, 85 Retiree, 60 COBRA)

1.6.5 - What is the method(s) used for employees premium remittance (ACH, Credit Card, Direct Payment)?

Direct Debit or Direct paper payment

1.6.5 - What is the direct billing mode (monthly, quarterly)?

Initial sent as event occurs and then monthly

1.6.6 - Are 20 and 25 the only payroll deduction modes used by HCPS? If not, please list others used.

Yes

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1.6.7 - Can you elaborate what your expectations relative to Closed Loop Payroll and system integrations?

Expectation is that a vendor is able to receive a payroll actuals file, compare to the payroll file generated from the Ben admin vendor system and provide a discrepancy report. Ability to potentially automate administration here would be a plus.

1.6.8 - Is the decision support tool exclusively part of your benefit administration/enrollment system?

Yes.

1.6.9 - Can you provide examples of custom communications currently used?

See attached 2025 Annual Enrollment communications

1.6.10 - Can you provide more information on your Total Rewards program?

Please provide your full Total Rewards capabilities.

1.6.11 - What is your current qualified medical support order process? Is it administered in your benefit administration system?

HCPS currently handles the qualification and then communicates next steps to vendors. HCPS sends the verification to the benefit administrator to have the dependent added and then enrollment is transmitted to the medical carrier.

1.6.11 - Is the QMCSO expectation for the Benefits Administrator to simply process the event systematically or to also validate?

Processed systematically, no validation required.

1.6.12 - Please elaborate on the expectations of the Benefits Administrator for Claims and Appeals?

Vendor to process based on rules, then send to HCPS for approval/denial if necessary.

1.6.13 - Please elaborate on the expectations for Power of Attorney?

Does this pertain to vendor contracts, authorization to be a a fiduciary?

Please provide your standard capabilities for Claims and Appeals.

Is the Client looking for fully US based, on-shore services, or are certain non-client facing activities allowed to be performed offshore?

All services must be provided by on-shore employees.

What is the total population to consider?

Number of Active population?

Number of COBRA members?

Number of FSA participants?

Number of Retirees?

The total population is made up of approximately 24,000 individuals:

- Active employees: 23,289

- COBRA: 60

- FSA participants: 1,778

- Retirees/Surviving Spouses: 724

- LOA: 271

Please elaborate on extent of billing support

Standard billing, plus billing premium remittance capabilities for active plans are necessary.

Does the Client Requirement Billing & Reconciliation Services with the carriers?

Yes

Would you like us to provide you with a quote for Direct Billing services for retirees and employees of LOA? If yes for Direct bills, can you provide the monthly average number of direct bills you currently send?

Yes, a Direct Billing proposal is requested. Approximately 500 direct bills per month (355 LOA, 85 Retiree, 60 COBRA)

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ACA : please can you elaborate if you are simply looking for extracts from the ben admin, or a quote for the ACA & IRS service?

o If yes, what is the total population to consider?

o 1095c forms sent last year o Anticipated 1095-C Count this year o Subsidy Appeal Services - Does the County opt for Subsidy Management?

Extracts from the ben admin are required.

Does the Client need the call center services for enrollment and ongoing services? Please confirm.

Yes

Does the Client need the call center services for enrollment and ongoing services? Please confirm.

If yes to employee call center, please can you provide:

Historical average number of calls received during OE?

Historical average number of calls received monthly outside OE?

Average duration of calls

Yes, the client needs the call center for enrollment and ongoing services.

- Historical average number of calls during OE: 2,665 (over past 3 years)

- Historical average number of calls outside of OE: 10,000 annually

- Historical average number of calls received monthly outside OE:

Approximately 237 per week.

- Average duration of calls: 11-12 minutes

Is the Client looking for Dependent Eligibility Verification audit as well? If yes, please provide the number of dependents to be covered in the audit?

HCPS is looking for support on Dependent Verification Audits. The medical plans have the most enrollment and there are a total of 3,200 dependents across all medical plans.

Please confirm when the County desires to go-live on the new benefits administration platform. This will be required to construct an appropriate implementation timeline and plan

The Benefits Administration would go live on 7/1/26, so that the new system can support 2027 Annual Enrollment, which begins in September.

Please confirm the County`s plan year When is the County`s annual enrollment held each year?

The District is on a 1/1 plan year. Annual Enrollment happens in mid- September each year. 2026 Annual Enrollment is from 9/16/25-9/25/25.

What is the expected award date for this

RFP?

The earliest award date would be the Board Meeting on 11/18/25

Who is the current vendor servicing the contract now?

What ben admin system is currently in place?

Who is the current COBRA administrator?

Are there any expected insurance carrier or benefit changes at the next upcoming OE period?

Alight is the current Benefits Administrator and also provides COBRA services. HCPS uses Alight's Core Benefits Administration (CBA) platform.

There are no insurance carrier changes for the 2026 plan year. There are some plan design changes and some additional voluntary benefits being offered in 2026 (Lantern bundled surgery and PrudentRx).

What other vendors do you currently utilize?

See attached benefit guide

Who do you currently utilize as a benefits consultant?

Aon is HCPS's Benefits Consultant.

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For question 24 on tab E "is HCPS able to opt in/opt out" can you provide more detail on what this means?

This is referring to product/system updates. Please detail whether updates are applied to all clients, or is there an opt in/opt out option.

B - General (Dependent Verification) #1 , Line 33 - Dependent Verification: Are you seeking a one-time audit only, ongoing new hire verification or both?

Ongoing dependent verification.

D -Customer Service #11, Line 16 - Is a fully onshored Call Center a requirement for award? If not, would you like pricing provided separately for fully onshore services?

Yes, a fully onshored call center is a requirement for award.

D -Customer Service #39A-N, Line 44 - "For printing and fuilfillment, should providers assume quantity is all 24k+ employees?

Is providing at no additional cost a stipulation of contracting? Are you asking selected provider to print and mail at solely the pass-through cost of postage?"

Yes, assume all employees. However, printing/fulfillment volumes differ depending on the content in the material being sent. During Annual Enrollment, postcards are sent to all employees.

Postage/fulfillment is currently only charged at pass-through and that is HCPS's expectation for the billing structure going forward, regardless of vendor selected.

Section 1.6, Page 3 -Claims & Appeals:

please provide clarification on services expected.

Vendor to process based on rules, then send to HCPS for approval/denial if necessary.

Section 1.6, Page 4 - Please clarify "20 pay and 25 pay" refers to semi-monthly and bi-weekly respectively.

It does not refer to semi-monthly and bi-weekly. 20-pay employees do not collect a paycheck during the summer months. 25-pay employees collect a paycheck throughout the year.

Section 1.6, Page 5 - A "Change Order Menu" is requested. Please specify specific changes/services for which you are seeking pricing.

Please provide full change order menu for any out of scope work that would potentially incur a change order and the associated fee.

Section 3.5, Page 19 - Signed Reference Forms: Can we just provide requested references in the Questionnaire (Tab B - Additional items #1, Line 54? Are reference signatures a requirement for consideration?

Please complete and submit both forms.

Section 5.1, Page 31 - Price Sheets: Is this a separate document from the pricing to be input on Tab H -PricingFees?

Please refer to Attachment A: HCPS Questionnaire Pricing, specifically found in Tab H: Pricing Fees.

Section 1.6, Page 4 - Regarding the calculation of arrears, is the expectation as follows: If an employee has an amount in arrears, that amount needs to be divided into the remaining pay periods within the year. For example: In the 16th pay period of a bi-weekly employee they incur $400 worth of arrears. That $400 needs to be spread out over the remaining 10 pay periods ($40 per pay).

Yes

Hillsborough County Public Schools Page 10 of 18

Can you clarify what you are looking for when you reference “Power of Attorney” under section 1.6 Tasks and Deliverables?

Please provide your standard capabilities for Claims and Appeals.

Can you clarify what you are looking for when you reference “Power of Attorney” under section 1.6 Tasks and Deliverables?

Please provide your standard capabilities for Claims and Appeals.

Can you please describe your current process with your life insurance carrier when evidence of insurability is required?

Elections over the Guarantee Issue amount or late enrollment are pending for EOI. The employee is provided with the link and/or form to submit their EOI. The life insurance vendor provides a file of EOI decisions.

For the dependent audit verification services, what products are you wanting audit verification services for?

Looking for standard ongoing dependent verification services (marriage, birth, etc.)

Can you expand on what is meant by “Claims and Appeals Management (Level 1 handled by Ben Admin, level 2 reviewed by client)” of the Pricing Questionnaire excel and within RFP section 1.6 Tasks and Deliverables “Claims and Appeals”.

Vendor to process based on rules, then send to HCPS for approval/denial if necessary.

Would HCPS Staff find value in having a single “dashboard” to view benefits and 403b participation?

Yes, if employees would be able to use the same system for enrolling in all benefits.

Is HCPS accepting a proposal from the current Benefits Administration provider?

HCPS will accept Proposals from all Vendors that meet the requirements of the RFP and submit via VendorLink.

Are we permitted to attach 1-pagers and collateral for section 1.6 Tasks and Deliverables Within the Pricing Questionnaire excel in tab A- ProposalRqmnts line 8 #3 it states “Response should be noted in the requested response boxes within this RFP. No responses should refer to a separate attachment unless requested by the RFP to do so”.

Yes

Custom Communications: What level of customization is expected for communications (e.g., branding, language, delivery channels)? Are there existing templates or style guides?

See attached 2025 communications provided by the current vendor.

Microsite Expectations: What functionality is expected from the microsite page content mentioned under communications? Is it informational only or interactive?

Informational only

Within Tab H-PricingFee, are you saying that HCPS only has 20 cobra participants per month/per year or did you want that

Approximately 60 enrolled

Hillsborough County Public Schools Page 11 of 18 used as an example for quoting purposes?

Tab H-Pricing Fees, should Column C reflect PEPM or PEPY? Currently, entering $5.00 in Column C (PEPM) results in a total of $98,410, which seems inaccurate unless Column D includes a multiplier of 12. Could you please clarify whether the formula in Column D is correct or if the pricing unit in Column C should be adjusted?

This is PEPM, but the frequency which is charged can be highlighted in column D and/or F.

To confirm, when “H&W” is referenced in Tab B-General, you are referring to Health & Wellness?

Yes

What is your idea of "Automation of EOI processes"? Can you elaborate.

Ability to SSO to carrier to complete EOI, and API back into platform would be preferred. Any use of paper for EOI would not be preferred or best practice.

For the dependent verification, is the District looking to verify medical dependent eligibility only, or other plans as well?

Medical dependent eligibility, with the option to expand to other coverage.

1.6 Question 4 -Please expand on spending accounts administration Question 6 – Expand more on billing premiums and remittance Question 7 – Expand more on Closed Loop payroll Question 8 – Can we utilize third party for decision support?

Questions 12 – Support on medical claims and appeals, please expand on exactly what you are looking for Question 12 – Power of Attorney – what you would like us to do besides help retirees Customized Solutions Please give clarification on what you’re referring to in regard to supporting 400+ unique eligibility groups Considerations We don’t support SSO but we support ASI’s – is this okay?

Modernizing all communications – are you referring to text support with OE or text support on the website, can you clarify what you’re looking for Overall Experience What are you referring to with PG/service levels Technology Is a Mobile App a “must have”?

Question 4 - Please outline your spending account administration, either through a 3rd party or residentially within platform.

Question 6 - Confirm capabilities to provide standard billing services and ability to remit premium (pay carriers), if requested.

Question 7 - Expectation is that a vendor is able to receive a payroll actuals file, compare to the payroll file generated from the Ben admin vendor system and provide a discrepancy report. Ability to potentially automate administration here would be a plus.

Question 8 - Yes, however, efficiency of user friendliness of integration will be evaluated.

Question 12 - Alight only provides confirmation of eligibility and benefit enrollment information.

Question 12 - Please provide your standard capabilities for Claims and Appeals.

Customized Solutions - 400 different eligibility groups that will need to be built (could include varying eligibility, plans or both). Your system may be able to consolidate into fewer.

Considerations - SSO is preferred. Please provide your current and future capabilities for all 3rd party integrations.

- Full communication support is required. Vendor should be able to provide first round drafts of communication materials.

Overall Experience - Please provide your standard Performance Guarantees.

Technology - Mobile App capability is preferred.

Service/People - Client Team - Please outline strategic support and capabilities available to HCPS to assist with benefit optimization.

Hillsborough County Public Schools Page 12 of 18

CBIZEnroll is web optimized Service/People – Client Team Please expand on this bullet point - “Consulting on Benefit Administration best practices to help HCPS activate their future benefit strategies using cutting-edge technology”

1.6 Question 4 -Please expand on

spending accounts administration

Please outline your spending account administration, either through a 3rd party or residentially within platform.

Question 6 – Expand more on billing premiums and remittance

Confirm capabilities to provide standard billing services and ability to remit premium (pay carriers), if requested.

Question 7 – Expand more on Closed Loop payroll

Expectation is that a vendor is able to receive a payroll actuals file, compare to the payroll file generated from the Ben admin vendor system and provide a discrepancy report. Ability to potentially automate administration here would be a plus.

Question 8 – Can we utilize third party for decision support?

Yes, however, efficiency of user friendliness of integration will be evaluated.

1. How will retiree benefit eligibility be determined and who will own that determination?

2. What is the ‘Retiree Letter’ and what triggers it to be sent? Is paper fulfillment required?

3. Is enrollment and billing support required for post 65 retirees?

4. What plans are post-65 retirees are offered i.e. Group Coverage, Medicare Advantage or Supplemental?

5. Are spouses and dependents eligible for retiree coverage? If so, please provide the following:

a. Is there split retiree coverage? If so, please describe.

b. Is there surviving spouse coverage? If so, please describe.

6. How do retirees pay for coverage?

Billed? Direct Bill? Pension? Please describe.

7. Is Pension Coordination required?

8. Can employees initiate the retirement process in advance of their retirement date and, if so, how far in advance?

9. Do you offer an EGWP plan to your retirees and, if so, what related administrative support do you require?

10. Do you require any Medicare Part D Retiree Drug Subsidy coordination support?

11. Is retirement modeling support required?

12. Are retirees required to elect coverage at retirement to maintain

1. HCPS determines retiree eligibility and indicates the change to retiree status on the ongoing file.

2. See attached for copy of the Retiree Letter. It is provided during Annual Enrollment and outlines available Retiree health insurance options. This is posted online, not mailed.

3. Yes, enrollment and billing support is required for post-65 retirees.

4. Please see attached Retiree Benefit Guide.

5. Yes, spouses and dependents are eligible for retiree coverage.

a. Yes, split retiree coverage is available, but there is not a separate tier structure. For example, two single Retiree employees would each enroll in Retiree Only.

b. Yes, there is surviving spouse coverage. There is a separate eligibility category for surviving spouses.

6. Retirees are direct billed for their coverages.

7. HCPS would like to know your ability to coordinate FRS deductions.

8. Retirement status is determined by HCPS and passed to the Benefits Administrator.

9. Yes, EGWP plans are offered to retirees through Humana. Current administration is handled by HCPS.

10. No, RDS data requirements are handled through HCPS's Benefits Consultant and the medical carrier.

11. No.

12. They are required to elect coverage at retirement.

13. No

14. The benefit administrator

15. The binders include the Benefits Guide, Retiree Guide, and medical carrier benefit summaries.

16. This is currently handled by HCPS.

Hillsborough County Public Schools Page 13 of 18 retiree benefit eligibility or can they defer and elect at a later time?

13. Can retirees simultaneously be enrolled in retiree coverage for some plan types and COBRA coverage for other plan types?

14. Who will be responsible for producing the Medical and RX videos?

15. What content is included in the Binders for benefits team (including over and spine)?

16. How many carrier bills require reconciliation?

17. Please provide the following:

a. Annual turnover percentage:

b. Annual new hire/re-hire percentage:

18. Will HCPS begin with an Active, passive, or hybrid annual enrollment (year one and ongoing)?

19. If HCPS has a wellness plan, does the wellness provider send a wellness achievement file back to the ben admin?

What does this file contain to award employees with credit/premium reduction?

20. Please provide a list of carriers receiving files from your current provider?

21. Do any of your carriers send data back to your current ben admin provider? If so, please describe?

22. Please provide the following:

a. Number of payroll schedules:

b. Payroll file requirements (closed-loop, retroactivity, etc.)?

23. What website language support is needed?

24. SSO requirements / number of inbound and/or outbound integrations:

25. Please provide Contact Center stats for the following, if available:

a. Are there estimates on the average annual call volume for call center services?

b. How many employees reach out via email or in-system communications?

c. Average Annual Enrollment Volume?

17A-B. 10.65% turnover and 15% new hire/rehire

18. HCPS generally has a Passive enrollment every year.

19. HCPS has a wellness plan, but the Benefit Administrator only provides an eligibility file to the wellness vendor. The Benefits Administrator does not administer wellness rewards.

20. Please see attached benefit guide.

21. No, not at this time.

22a-b. There are a total of 3 schedules (2 calendars plus monthly calendar for retirees/surviving spouses). The payroll file is closed-loop.

23. English and Spanish.

24. SSO required for all COBRA benefits. If an employee is COBRA-eligible or enrolled, employees can log in to enroll, which includes a link to direct bill/payment system.

25. Over the past 3 years:

a. Average total Annual Enrollment call volume is 2,665.

b. Average of 105 Chats, 1,847 IVA, and 18 appointments

c. Average eligible population: 25,233

Questions 12 – Support on medical claims and appeals, please expand on exactly what you are looking for

Vendor to process based on rules, then send to HCPS for approval/denial if necessary.

are there any restrictions on the types, size or number of files that can be uploaded?

Any restrictions on type, size, or number of files is determined by VendorLink. Information regarding their requirements can be found in the solicitation information provided @myvendorlink.com

Hillsborough County Public Schools Page 14 of 18

1 Does HCPS have a decision support tool today? If so, please describe.

No.

How many single-sign on connections does HCPS currently have in place today?

None

Does HCPS need the benefits administration partner to provide an ACA hours tracking solution, just ACA forms generation, or both?

Extracts from the ben admin are required. Tracking and form generation are not in scope.

When does HCPS`s current contract with alight expire?

The current contract expires 1/1/2027

What languages other than English does HCPS require the employee portal and/or communications to be in?

Spanish only

Who maintains the current benefits microsite (https://hcpsbenefitsinfo.com/)?

The current benefits administrator

Please confirm that HSA administration is not in scope, only FSA administration.

Correct, only FSA. HCPS offers both Dependent Care and Health Care FSAs.

Please provide medical enrollment counts by plan.

Below is the enrollment in HCPS's current plans as of August 2025 (includes Actives, LOA, Retirees, Surviving Spouse). HCPS has re-designed their medical plans for the 2026 plan year.

Staff - 2,755 Select - 323 Local - 14,672 National - 1,233

HDHP - 78

Does HCPS have any other HCM (payroll, HRIS, etc.) projects planned over the next 12 months?

In the near future, HCPS will be migrating to one integrated GHR/Payroll system to improve efficiency and consistency.

Does HCPS currently have a full closed loop process in place with alight?

Yes, looking to understand full closed loop payroll capabilities and potentially create more automation.

Does HCPS have any manual or non-standard processes in place today that HCPS would like to improve or automate?

How Flex credits are being applied when purchasing other pretax benefits

Please describe what integration if any is required with the Florida Retirement System (FRS).

FRS provides a Login so that retiree data can be uploaded at end of year to the FRS online system.

Do retirees get the option to pay for benefits out of their pension?

Yes

Would the benefits administration vendor administer COBRA for retirees?

Yes.

How does HCPS primarily communicate with employees (paper, email, text message, etc.)?

Communication varies depending on the content - HCPS currently uses email, robocall, text message, microsite, and paper

Hillsborough County Public Schools Page 15 of 18

Who designs and creates the below HCPS communications?

a. Benefits Guides (active & retiree)

b. Binders for benefits team

c. eCards

d. Posters & postcards

e. Medical & Rx videos

The current benefit administrator designs/creates all of these materials.

HCPS collaborates with the benefits administrator on content each year.

Please detail HCPS`s expectations regarding advocacy services. Is this a service that HCPS is in scope for this

RFP?

Not in scope.

Please describe how the current benefits mobile app is being utilized by HCPS and any related improvements or changes HCPS would like to see.

Employees are not reporting concerns with our mobile app

Please provide additional information regarding the requirements and process for tracking how FMLA leaves are paid and to for the ben admin provider to switch participants from Board Paid to Non-Board Paid mid-Leave. Please describe any challenges or changes HCPS would like to make to this process.

Client provides changes in leave type and effective date on census file.

EE’s on FMLA Leave are in a BP LOA status (Board Paid-normal ER Subsided rates) for first 3 months of billing and then are changed to NBP LOA (Non Board Paid-non ER subsidized rates). EE’s LOA Billing is updated to reflect increase to the NBP LOA rates.

Are there any reporting gaps or difficulties that HCPS would like to improve upon?

We would like to have ad hoc reports with full access to the benefit administrator's data

What are HCPS`s strategic benefits goals in the next 12-24 months?

We are happy to discuss our enrollment strategy with the selected vendor.

How many new dependents are added to coverage that require verification in a given month or year?

Approximately 7500 a year

How many QMCSO orders are processed in a given month or year?

Approximately 12 a year

How many FEINs does HCPS have? HCPS only has 1 FEIN

How many 1095 forms were sent to employees in the most recent year (2024)?

25,603

Does HCPS require any state filings (CA, NJ, RI, DC)?

No, they are only located in Florida.

How many POA requests does HCPS receive per year?

These are not tracked.

The volume of 460 direct billed participants in the pricing sheet does not specify if the 460 also includes retirees.

Do retirees need to be direct billed in addition to LOA participants? If so, how many in a given month need to be direct billed?

Approximately 500 direct bills per month (355 LOA, 85 Retiree, 60 COBRA)

Hillsborough County Public Schools Page 16 of 18

In Section 1.1.1, the RFP states that subcontractors “must obtain HCPS’ approval and comply with all the Contractor’s requirements herein.” Since we will not be engaging any subcontractors who are direct parties to the contract, may we confirm that this requirement is indeed non-applicable to our situation? Additionally, can you clarify whether HCPS expects to vet all of our vendors as if they were direct subcontractors—or only those that will formally appear as parties to the contract?

HCPS (Hillsborough County Public Schools) does not require approval of suppliers.

Only subcontractors need to be approved by HCPS.

In Section 1.2.1, the RFP states: “The Benefits Administrator will be paid directly by the benefits consultant.” For accuracy and alignment with your expectations:

Can you confirm who is the intended “benefits consultant” referenced in this clause?

Could you clarify the nature of the contractual relationship you envision between the benefits administrator, the consultant, and HCPS?

Specifically, should we assume that our contract would be solely with the administrator, with all administrative fees managed via Consultant, or that HCPS would have a separate agreement directly with the consultant?

The current benefits consultant is Aon, but benefits consulting services will be marketed in early 2026.

The current benefits administration contract is between Alight and HCPS, however it stipulates that the benefits consultant will pay the fees outlined. Alight and Aon have separate agreements between each other that further detail payment remittance terms.

HCPS and Aon also have a contract with each other, but that is specifically for the benefits consultant services.

Should we submit the Vendor Registration Form with our RFP response or is only required if awarded?

Please submit the Vendor Registration Form with your RFP response.

Technical & Operational Clarifications

- Can you confirm whether the 400+ eligibility groups are static or subject to frequent change, and how those changes are communicated to the vendor?

- Will HCPS provide standardized templates for the 15 recurring file feeds, or is the vendor expected to design and maintain custom formats per feed?

- Are there any legacy systems or platforms (e.g., payroll, HRIS, leave management) that require integration beyond what’s listed in the RFP?

Eligibility groups are based on frozen salary assigned prior to AE in Sept each year. However, Eligibility group may change during the year based on change from active to leave status, BP LOA to NBP LOA, Job Share where EEs sharing job can both elect benefits, or only 1 elects benefits or neither elect benefits , rehires within 26 week’s with no wait period, BP LOA with No Opt Out Credit versus those w Opt Out Credit (opt out is for those who waived medical…but if fail to pay premiums while on LOA, the opt out is removed). Changes are communicated via the census file from client with exception of Job Share info which is directly updated by client in benefit system.

The carrier file templates are carrier specific. The payroll file and census file are in the client’s requested format.

Hillsborough County Public Schools Page 17 of 18

Employee Experience & Communications

- What languages, accessibility formats, or cultural considerations should be factored into employee-facing communications and decision support tools?

- Is HCPS open to co-branded or district-themed mobile experiences to enhance engagement and adoption?

Communication materials need to be provided in both English and Spanish. HCPS is open to co-branding opportunities, but would want to discuss at the time of implementation.

Staffing & Service Center Expectations- What are the expected hours of operation and staffing ratios for the call center, especially during peak enrollment periods?

- Will HCPS require dedicated agents or shared service models, and are there preferences regarding geographic location of service teams?

- The “Service Center” evaluation criteria include “Culture Training.” What are the primary objectives for this training, and what topics are envisioned?

Please provide your standard hours of operation and how you handle peak hours.

Dedicated agents are not required, but designated are required, and your CSR to EE ration will be evaluated.

Culture training is standard training to ensure CSR's understand the HCPS benefits, expectations, and how to engage with EE's.

Reporting & Governance- What KPIs or SLAs are most critical to HCPS beyond those listed—e.g., first-call resolution, enrollment accuracy, or employee satisfaction?

- Will HCPS provide access to historical performance benchmarks from the incumbent vendor to inform transition planning?

All are critical, please provide your standard SLA's and or KPI's in relation to your service center.

Implementation & Transition- Is there a preferred phased rollout strategy (e.g., pilot groups, staggered eligibility tiers), or is full deployment expected on July 1, 2026?

- Will HCPS assign a dedicated internal liaison or steering committee to support vendor onboarding and change management?

These are to be determined based on proposals, consultation with vendors, and during implementation discovery and requirements gathering. Any recommendations on best practice should be included in your proposal.

Local Engagement & SBEP- Can you clarify how SBEP participation will be scored—does subcontractor engagement count toward the 10-point evaluation?

- Are there specific local vendors, nonprofits, or workforce development partners HCPS encourages collaboration with?

Utilization of HCPS-registered vendors. Based on the submitted information in the “SBEP Subcontractor Utilization Letter of Intent,” Procurement Services encourages a percentage of the projected dollar expenditures to be allocated to HCPS-registered OSD vendors. Points shall be allocated based on the percentage of total HCPS dollars under the Agreement: 1 point for each 10% of the funding to the HCPS-registered SBEP. Example: 0 points: 0% to 9%, 1 point: 10% to 19%, 2 points: 20% to 29%, 3 points: 30% to 39%, … No (zero) points are offered for federally funded solicitations. See Addendum 1 and Attachment SMALL BUSINESS

ENCOURAGEMENT PROGRAM9.2.25.

Hillsborough County Public Schools Page 18 of 18

The "Service Center" evaluation criteria include "Culture Training." What are the primary objectives for this training, and what topics are envisioned?

Culture training is standard training to ensure CSR's understand the HCPS benefits, expectations, and how to engage with EE's.

Change Management & Communications Is the vendor expected to develop a comprehensive change management strategy, including employee readiness assessments, facilitate stakeholder workshops, etc?

Potentially and in consultation with the HCPS team. Ability to be a strategic partner will be a key evaluation metric.

Culture…