274-2026-HRHCBCS.pdf

(v.07-10-23)

Request for Proposals # 274-2026-HRHCBCS

Title: Health Care and Benefits Consulting Services

Issue Date: August 1st, 2025

Due Date: August 29, 2025, no later than 5:00PM EST

*LATE PROPOSALS WILL NOT BE ACCEPTED*

Issuing Department: Human Resources

Direct all inquiries concerning this RFP to:

Andrew Bullard Assistant Director, Human Resources Email: andrew.bullard@raleighnc.gov

(v.07-10-23)

Table of Contents

1 INTRODUCTION

1.1 PURPOSE

1.2 BACKGROUND

1.3 REQUEST FOR PROPOSAL (RFP) TIMELINE

1.4 PRE-PROPOSAL CONFERENCE

1.5 PROPOSAL QUESTIONS

1.6 PROPOSAL SUBMISSION REQUIREMENTS AND CONTACT INFORMATION

1.7 MWBE PARTICIPATION FORM

1.8 RIGHTS TO SUBMITTED MATERIAL

1.9 COMMUNICATIONS

1.10 LOBBYING

1.11 CONFLICTS OF INTEREST

1.12 PROPOSER EXPENSES

1.13 PROPOSER ACCEPTANCE

2 PROPOSALS

2.1 REQUEST FOR PROPOSALS REQUIRED DOCUMENT FORMAT

2.2 RFP DOCUMENTS

3 PROPOSAL EVALUATION

3.1 PROPOSAL EVALUATION CRITERIA (STAGE 1)

3.2 INTERVIEW/DEMONSTRATION (STAGE 2)

3.3 FINAL SELECTION

3.4 NOTICE TO PROPOSERS REGARDING RFP TERMS AND CONDITIONS

3.5 CONTRACT TERM

4 SCOPE OF SERVICES

APPENDIX I: PROPOSAL COST FORM

APPENDIX II: PROPOSER QUESTIONNAIRE

APPENDIX III: REFERENCE QUESTIONNAIRE (INSTRUCTIONS)

APPENDIX III: REFERENCE QUESTIONNAIRE FORM

APPENDIX IV: MWBE PARTICIPATION FORM

APPENDIX V: CONTRACT STANDARD TERMS AND CONDITIONS

APPENDIX VI: EXCEPTIONS TO THE RFP

1 INTRODUCTION

1.1 Purpose

The City of Raleigh (COR) is soliciting proposals from one or more firms (s) to assist the City with various services in the area of healthcare and other employee benefits.

A detailed scope of services is provided in Section 4 of this document.

All information related to this solicitation, including any addenda, will be posted to the North Carolina electronic Vendor Portal (eVP) at https://evp.nc.gov/.

All questions related to this solicitation must be submitted in writing (via email) to the following individual:

Contact Name Email Address Andrew Bullard, HR Assistant Director andrew.bullard@raleighnc.gov

Questions submitted via telephone will not be answered.

1.2 Background

The City of Raleigh, the Capital City of North Carolina, remains one of the fastest growing areas in the country. A great economy, top educational institutions, and exceptional health care facilities are some of the characteristics that attract people to the triangle area. The mild climate, diverse work force and proximity to Research Triangle Park combine to make Raleigh a great place to live.

Raleigh is a 21st Century City of Innovation focusing on environmental, cultural, and economic sustainability. The City conserves and protects our environmental resources through best practice and cutting-edge conservation and stewardship, land use, infrastructure and building technologies. The City welcomes growth and diversity through policies and programs that will protect and enhance Raleigh’s existing neighborhoods, natural amenities, history, and cultural and human resources for future generations. The City leads to improve quality of life for neighborhoods and standard of living for all citizens.

The City works with universities, colleges, citizens, and local partners to promote new technology, create new job opportunities, and encourage local businesses and entrepreneurs. The City enlists and prepares 21st Century staff with the skill sets to carry out the duties of the City through transparent civic engagement and by providing the very best customer service to our citizens.

The City seeks a qualified consulting firm to provide consulting services and actuarial analysis for its group employee health (includes medical, dental and prescription drug, flexible spending and reinsurance) benefits program.

The City is interested in contracting with a firm to assist the City with a three-year healthcare benefits strategy for both active and retiree participants in order to ensure competitiveness and cost effectiveness, assist in the procurement and renewal for its health, prescription drug, dental, stop loss and flexible spending benefit programs, and consult in ongoing plan management services. It is critical that the selected vendor be https://evp.nc.gov/ experienced in integrating comprehensive wellness solutions into the overall benefits strategy and effective in demonstrating the effectiveness of wellness strategies.

The selected firm should be able to analyze the ongoing experience of the City and routinely provide recommendations of improvement, changes in healthcare regulations and, when appropriate, new benefit options based on employee demographics, current plan designs and utilization. The awarded firm will be expected to regularly meet with the Human Resources Department and, the City’s Benefits Committee (or designated internal working groups) to discuss current benefits experience, trends, and consideration of new strategies and actions. This will also include regular distribution of reports (no less than monthly) that provide data on benefit performance and trends.

Proposals will be evaluated on a firm’s qualifications, background, and prior experience in conducting similar services, service approach, current and past client references, and cost of services. Experience with public sector agencies, particularly North Carolina counties or cities, is preferred

Current Benefit Program Background Information The City of Raleigh offers a self-funded health, dental, and prescription drug program to eligible employees.

The City also provides basic life insurance with accidental death and dismemberment coverage at no cost to the employee. All benefit-eligible employees participate in the Local Government Employees’ Retirement System and are required to contribute 6% of their salary, while the City is required to contribute the amount specified by the State Treasurer. Employees also benefit from the City of Raleigh Supplemental Retirement Plan (457). The City provides a 3% contribution irrespective of the employee’s contribution. A 401(k) Plan is also available through the NC Department of State Treasurer.

Supplemental insurance coverage is available for life, dependent life, short-term disability, whole life, and accident with the employees paying the full cost. Employees also have the option to participate in flexible spending health, dependent care, and parking programs.

The plan year for the benefit programs begins January 1 of each year, with the open enrollment period being held in October/November time frame.

The City also has an Employee Wellness Program. The program includes annual screenings, health risk assessments, workshops, online health resources and programs to promote employee health awareness.

Health and Prescription Drug Insurance: The City offers two PPO health insurance plans offering both in-network and out-of-network services through BCBSNC. Phone based telemedicine services are embedded in the PPO health insurance plans and offered through a third-party vendor (Teladoc).

Retirees who meet specified criteria are eligible for retiree health insurance coverage.

Coverage continues until retirees reach the age of 65. While the retiree cost for coverage varies, retirees are required to pay for dependent coverage. Once retirees reach the age of 65, they are offered a Medicare supplement through Blue Cross and Blue Shield of North Carolina. The City pays the retiree $100.00 per month toward the cost of the Medicare supplement premium. The City of Raleigh will be conducting an in-depth analysis of our active and retiree health coverage during the contract period with the selected provider.

Dental Insurance: In addition to health Insurance, the City offers a self-funded dental plan to all full-time employees that is currently administered by Delta Dental. The dental program is a standard indemnity program and provides two different plan options. The City pays the cost for employees who elect single coverage in the lower plan option.

Employees who elect dependent coverage pay a premium.

COBRA & Flexible Spending Program: Flexible Spending plans are available for medical, dependent care, and parking. Currently, Flores & Associates, LLC administers the program. Employees can contribute a maximum of $2750.00 per year for the medical and $5000.00 per year for dependent care accounts, and $270 per month for the parking account. Employees can access funds for reimbursement via a debit card or paper reimbursement. The City of Raleigh pays the administrative fees for employees who participate in the program. . Also, the City extends COBRA coverage to employees who are no longer benefits eligible. Flores & Associates, LLC is the City’s plan administrator.

Other Employee Benefits:

The City provides other employee benefits for which the City is not seeking employee benefits consulting services at this time. However, the City may be interested in seeking consulting services for these benefits in the future.

Life Insurance: The City’s Life insurance benefits will be administered by the Standard effective January 1, 2025. The City provides basic life with accidental death and dismemberment coverage at no cost to the employee. The coverage for Basic life and Accidental Death and Dismemberment insurance is equal to one-time an employee’s annual salary to a maximum of $250,000.

Supplemental life insurance can be purchased by the employee in $10,000 increments with a guaranteed issue of three times the employee’s annual earnings or $125,000, whichever is less. Additional amounts up to $400,000 can be purchased by completion of an Evidence of Insurability form and approval from underwriting.

Spousal and dependent supplemental life insurance coverage is also available at the employee’s cost. Spousal term life insurance coverage can be purchased in $10,000 increments up to $250,000 (not to exceed 100% of the employee's premium).

Disability Insurance Short-term disability benefits can be purchased at the employee’s cost. Employee rates are age-banded and based on a 14-day, 30-day, or 90-day elimination period. Weekly benefits correspond to 60% of monthly salary not to exceed $5000. Employees can elect a reduced weekly benefit but never more than 60% ($5000). Short term disability is administered by One America.

Group Accident and Critical Illness Insurance: Group accident insurance coverage is available at the employee’s cost. Critical illness insurance can be purchased by the employee in $5,000 increments up to $50,000 for the employee and up to $25,000 for spouse. Group accident and critical illness insurance are administered by Aflac.

Retiree Health Care The City of Raleigh provides health coverage for retirees that retire from the Local Governmental Employees’ Retirement System (LGERS) and meet the City’s additional eligibility requirements.

To be eligible for health coverage the person must retire from the LGERS immediately upon termination of active employment. There can be no break in coverage. This means that a person cannot leave employment and later meet the requirements of LGERS and at that time be enrolled in our insurance plan.

Dental Dental continuation coverage is only available through COBRA

Funding of Retiree Health Care and Other Retiree Benefits (OPEB) The City fully funds its OPEB benefits on an actuarial basis as a single employer defined benefit pension plan. The accounting and reporting of the plan’s related expenses and liabilities is done in accordance with requirements of Governmental Accounting Standards Board (GASB) Statement No. 75, “Accounting and Financial Reporting for Postemployment Benefits Other than Pensions.”

Fiscal and Plan Years:

The City operates on a July 1 – June 30 fiscal year and the benefits plan year is January 1 – December 31. In addition, the City’s benefits budget is based on the City’s fiscal year.

1.3 Request for Proposal (RFP) Timeline

Provided below is a list of the anticipated schedule of events related to this solicitation.

The City of Raleigh reserves the right to modify and/or adjust the following schedule to meet the needs of the service. All times shown are Eastern Time (EST):

RFP Process Date and Time

RFP Advertisement Date August 1, 2025

Pre-Proposal Conference (Optional)

August 13, 2025 11:00-12:00 (In-Person) Raleigh Municipal Building Rm. 305 Please reach out for Teams link if necessary

Deadline for Written Questions August 14, 2025

1.4 Pre-Proposal Conference

If the City of Raleigh elects to conduct a Pre-Proposal Conference or Site Visit, attendance by prospective proposers is strongly encouraged but is not mandatory. Prospective Proposers are encouraged to submit written questions in advance. Date, time, and location of pre-proposal conference is shown above in the RFP Timeline (Section 1.3).

1.5 Proposal Questions

Requests for clarification and questions to this RFP must be received by the City not later than the date shown above in the RFP Timeline (Section 1.3) for the submittal of written inquires. The firm’s failure to request clarification and submit questions by the date in the RFP Timeline above shall be considered to constitute the firm’s acceptance of all City’s terms and conditions and requirements. The City shall issue addenda reflecting questions and answers to this RFP, if any, and shall be posted to North Carolina electronic Vendor Portal (eVP). No information, instruction or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding.

Respondents shall be entitled to rely only on written material contained in an Addendum to this RFP.

It is important that all Respondents submitting to this RFP periodically check eVP for any Addenda. It is the Respondents responsibility to ensure that all addenda have been reviewed and, if required signed and returned.

All questions related to this solicitation must be submitted in writing (via email) to the following individual:

Contact Name Email Address Andrew Bullard, HR Assistant Director andrew.bullard@raleighnc.gov

Questions submitted via telephone will not be answered.

1.6 Proposal Submission Requirements and Contact Information

Proposals must follow the format as defined in Section 2 (PROPOSALS), and be addressed and submitted as follows:

City Response to Questions (anticipated) August 20, 2025

Proposal Due Date and Time August 29, 2025, 5:00 p.m.

Evaluation Meeting (anticipated) September 11, 2025

Interviews (if required) October 9, 2025

Selection Announced (tentative) October 21, 2025

Preferred method is to submit proposals electronically as a viewable and printable Adobe Portable Document File (PDF) by email to andrew.bullard@raleighnc.gov. The PDF electronic version must be received by the City on or before the RFP due date and time provided in Section 1.3. Proposals received after the RFP due date and time will not be considered. Proposals that arrive after the due date and time will not be accepted or considered for any reason whatsoever.

If you cannot submit your proposal electronically by email, then you may deliver the proposal by hand, or by US Postal Service Mail, or by other delivery services to:

DELIVERED BY US POSTAL SERVICE

MAIL:

DELIVERED BY OTHER DEIVERY

SERVICES:

City of Raleigh City of Raleigh

ATTN: Andrew Bullard ATTN: Andrew Bullard Human Resources Department 222 West Hargett Street, Suite #101

Human Resources Department 222 West Hargett Street, Suite #101

Raleigh, NC 27601 RFP No. 274-2026-HRHCBCS

Raleigh, NC 27601 RFP No. 274-2026-HRHCBCS

Proposals must be enclosed in an envelope or package and clearly marked with the name of the submitting company. If the firm elects to mail in its proposal, proposals must be enclosed in an envelope or package and clearly marked with the name of the submitting company, the RFP No. 274-2026-HRHCBCS and the title “Health Care and Benefits Consulting Services”.

Proposers must submit:

A. one (1) signed original;

B. one (1) electronic version of the signed proposal and;

C. and two (2) copies of the signed proposal.

The electronic version of the Proposal must be submitted as a viewable and printable Adobe Portable Document File (PDF) on a USB Flash Drive.

If the firm elects to mail in its proposal, the firm must allow sufficient time to ensure the City’s proper receipt of the package by the time specified in the RFP Timeline (Section 1.3). Regardless of the delivery method, it is the responsibility of the firm to ensure that their proposal arrives at the designated location specified in this Section by the due date and time specified in the RFP Timeline (Section 1.3).

Any requirements in the RFP that cannot be met must be indicated on Appendix VI:

Exceptions to the RFP and submitted with the proposal. Proposers must respond to the entire Request for Proposals (RFP). Any incomplete proposal may be eliminated from competition at the discretion of the City of Raleigh. The City reserves the right to reject any or all proposals for any reason and to waive any informality it deems in its best interest.

mailto:andrew.bullard@raleighnc.gov

Proposals that arrive after the due date and time will not be accepted or considered for any reason whatsoever. If the firm elects to mail in its response, the firm must allow sufficient time to ensure the City’s proper receipt of the package by the time specified in the RFP Timeline (Section 1.3). Regardless of the delivery method, it is the responsibility of the firm to ensure that their proposal arrives at the designated location specified in this Section by the due date and time specified in the RFP Timeline (Section 1.3).

1.7 MWBE Participation Form

The City of Raleigh prohibits discrimination in any manner against any person based on actual or perceived age, race, color, creed, national origin, sex, mental or physical disability, sexual orientation, gender identity or expression, familial or marital status, religion, economic status, or veteran status. The City maintains an affirmative policy of fostering, promoting, and conducting business with women and minority owned business enterprises.

Complete and submit the MWBE Participation Form (Appendix IV) with your proposal.

1.8 Rights to Submitted Material

All proposals and supporting materials, as well as correspondence relating to this RFP, shall become the property of the City. The content of all submittals will be held confidential until the selection of the firm is made. Proposals will be reviewed by the Evaluation Team, as well as other City staff and members of the general public who submit public record requests. Any proprietary data must be clearly marked. In submitting a Proposal, each Prospective Proposer agrees that the City may reveal any trade secret materials contained in such response to all City staff and City officials involved in the selection process and to any outside consultant or other third party who serves on the Evaluation Team or who is hired by the City to assist in the selection process.

The City reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the proposer of the conditions contained in this Request for Proposals. Proposals marked entirely as “confidential”, “proprietary”, or “trade secret” will be considered non-responsive and will be removed from the evaluation process.

1.9 Communications

All communications of any nature regarding this RFP with any City staff, elected City officials, evaluation committee members, are strictly forbidden from the time the solicitation is publicly posted until award. Questions must be submitted in writing to the individual designated in Section 1.1 (Purpose), prior to the deadline provided in the RFP Timeline (Section 1.3). Violation of this provision may result in the firm’s proposal being removed from consideration.

1.10 Lobbying

By responding to this solicitation, the firm certifies that is has not and will not pay any person or firm to influence or attempt to influence an officer or employee of the City or the

State of North Carolina, or any elected official in connection with obtaining a contract as a result of this RFP.

1.11 Conflicts of Interest

City of Raleigh contracts are controlled by three conflict of interest provisions.

First, federal procurement standards provide in 2 CFR 200.318 (c)(1), No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or a firm which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents of the non-Federal entity may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts.

Similarly, the North Carolina General Statutes provides a criminal statute for conflicts of interest in public contracting. N.C.G.S. § 14-234(a):

(1) No public officer or employee who is involved in making or administering a contract on behalf of a public agency may derive a direct benefit from the contract except as provided in this section, or as otherwise allowed by law. (2) A public officer or employee who will derive a direct benefit from a contract with the public agency he or she serves, but who is not involved in making or administering the contract, shall not attempt to influence any other person who is involved in making or administering the contract. (3) No public officer or employee may solicit or receive any gift, favor, reward, service, or promise of reward, including a promise of future employment, in exchange for recommending, influencing, or attempting to influence the award of a contract by the public agency he or she serves.

City of Raleigh Charter Section 3.9 regulates private transactions between the City and its officials and employees. The Charter states:

No member of the City Council, official, or employee of the City of Raleigh shall be financially interested, or have any personal beneficial interest, either directly or indirectly, as agent, representative, or otherwise, in the purchase of, or contract for, or in furnishing any materials, equipment or supplies to the City of Raleigh, nor shall any official or employee of the City of Raleigh accept or receive, or agree to accept or receive, directly or indirectly, from any person, firm or corporation to whom any contract may be awarded or from whom any materials, equipment or supplies may be purchased by the City of Raleigh, by rebate, gift, or otherwise, any money or anything of value whatsoever, or any promise, obligation or contract for future reward or compensation, for recommending or procuring the uses of any such materials, equipment or supplies by the City of Raleigh; no member of the City Council, official or employee of the City of Raleigh shall for his own personal benefit operate, directly or indirectly, any concession in any building or on any lands of the City of Raleigh, nor shall any official or employee of the City of Raleigh bid for or be awarded any contract granting concessionary rights of any nature or kind from the City of Raleigh; it shall be unlawful for any member of the City Council, official or employee of the City of Raleigh to bid for or to purchase or to contract to purchase from the City of Raleigh any real estate, equipment, materials, or supplies of any nature or kind whatsoever, either directly or indirectly, at either public or private sale, either singly, or through or jointly with any other person.

1.12 Proposer Expenses

The City of Raleigh will not be responsible for any expenses incurred by any Proposer in the development of a response to this Request for Proposal or any other activities associated with this procurement including but not limited to any onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided, submitted, or given to City of Raleigh and/or its representatives. Further, the City of Raleigh shall reserve the right to cancel the work described herein prior to issuance and acceptance of any contractual agreement/purchase order by the recommended Proposer even if the awarding authority for each entity has formally accepted a recommendation.

1.13 Proposer Acceptance

Submission of any proposal indicates a Proposer’s acceptance of the conditions contained in this RFP unless clearly and specifically noted otherwise on Appendix VI Exceptions to RFP and submitted with proposal. Furthermore, the City of Raleigh is not bound to accept a proposal on the basis of lowest price, and further, the City of Raleigh has the sole discretion and reserves the right to cancel this RFP, and to reject any and all proposals, to waive any and all informalities and/or irregularities and reserves the right to re-advertise this RFP with either the identical or revised scope and specifications if it is deemed to be in the best interests of the City of Raleigh to do so. The City of Raleigh reserves the right to accept or reject any or all of the items in the proposal, and to award the contract in whole or in part and/or negotiate any or all items with individual Proposers if it is deemed in the best interest of the City of Raleigh to do so. Moreover, the City of Raleigh reserves the right to make no selection if proposals are deemed to be outside the fiscal constraint or not in the best interest of the City of Raleigh.

2 PROPOSALS

Responses must follow the format outlined below. The City may reject as non-responsive at its sole discretion any proposal that does not provide complete and/or adequate responses or departs in any substantial way from the required format.

2.1 Request for Proposals Required Document Format

Responses should be divided using tabs to separate each section, listed sequentially as follows:

Tab 1: Cover Letter Provide an introduction letter summarizing the unique proposal of your firm to meet the needs of this service requirement. This letter should be presented on the firm’s official letterhead and signed by an authorized representative who has the authority to enter into a contract with the City on behalf of the firm. Additionally, include the name, address, telephone and email address of the individual who serves as the point of contact for this solicitation.

Tab 2: Corporate Background and Experience Include background information on the firm and provide detailed information regarding the firm’s experience with similar projects. Provide a list of all similar contracts performed in the past 5 (five) years, accompanied by at least 3 (three) references (contact persons, firm, telephone number and email address).

Include the total amount invoiced for each listed project, the length of the project, and list of those involved in the project who are also proposed for the subject project named in this solicitation. Failure to provide a list of all similar contracts in the specified period may result in the rejection of the firm’s proposal. The evaluation team reserves the right to contact any or all listed references, and to contact other public entities regarding past performance on similar projects.

Tab 3: Financial Information Review and provide one of the following three (3) financial statement options:

1. Recent audited or reviewed financial statements prepared by an independent certified public accountant (CPA) that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the audited or reviewed financial statements were prepared more than six (6) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures from the date of the audited or reviewed financial statements to the end of the most recent financial reporting period (i.e., the quarter or month preceding the issuance date of this RFP)).

OR

2. Recent compiled financial statements prepared by an independent CPA that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the compiled financial statements were prepared more than three (3) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures to date), and other evidence of financial stability such as most recently filed income tax return, evidence of a line of credit/loans/other type of financing with statement of amount in use/outstanding balance (e.g., a complete copy commitment letter, loan agreement, billing statement reflecting the line of credit or statement from lender acknowledging the commitment to fund the Proposer’s stated financing), personal guaranty with copies of personal income tax filing and statement of net worth or such other evidence that is accurate, reliable and trustworthy regarding the Proposer’s financial stability.

OR

3. Include a certified, signed statement from a licensed CPA regularly engaged in the review of the firm’s financial information verifying the financial viability of the firm.

All financial information, statements and/or documents provided in response to this solicitation shall be kept confidential provided that EACH PAGE is marked as follows:

“CONFIDENTIAL – DO NOT DISCLOSE EXCEPT FOR THE EXPRESS PURPOSE OF

PROPOSAL EVALUATION.“

“Recent” shall be defined as financial statements that were prepared within the 12 months preceding the issuance date of this RFP.

Consolidated financial statements of the Proposer’s parent or related corporation/business entity shall not be considered, unless: (1) the Proposer’s actual financial performance for the designated period is separately identified in and/or attached to the consolidated statements, (2) the parent or related corporation/business entity provides the State with a document wherein the parent or related corporation/business entity will be financially responsible for the Proposer’s performance of the contract and the consolidated statement demonstrates the parent or related corporation’s/business entity’s financial ability to perform the contract, financial stability and/or such other financial considerations identified in the evaluation criteria; and/or (3) Proposer provides its own internally prepared financial statements and such other evidence of its own financial stability identified above.

The firm’s failure to provide any of the above-referenced financial statements may result in the proposal being removed from consideration. Proposers are also encouraged to explain any negative financial information, and to provide documentation supporting those explanations and demonstrating the financial strength of the firm.

Tab 4: Project Understanding, Approach and Schedule Provide a comprehensive narrative, outline, and/or graph demonstrating the firm's understanding and approach to accomplishing the tasks outlined in the Scope of Work section of this RFP. A description of each task and deliverable and the schedule for accomplishing each shall be included.

Tab 5: Team Firm, Experience and Certifications This section must include the proposed staffing, deployment and firm of personnel to be assigned to this project. The Proposer shall provide information as to the Proposals and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person. A project-specific firm chart which clearly illustrates the roles, responsibilities, and the reporting relationships of each team member should be included.

Tab 6: Cost In a separate sealed envelope provide a minimum of five (5) complete copies of cost schedule. Hourly rates shall be fully burdened to include all costs, all applicable overhead and profit (including lodging, meals, and transportation). Attach any additional pricing details.

2.2 RFP Documents

This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award. All attachments and addenda released for this RFP in advance of any Contract award are incorporated herein by reference.

3 PROPOSAL EVALUATION

3.1 Proposal Evaluation Criteria (Stage 1)

This is not a bid. There will not be a public opening. The Proposals received in response to this RFP will be evaluated and ranked, by the Proposal Evaluation Committee in accordance with the process and evaluation criteria contained below. Responses will be evaluated in light of the material and substantiating evidence presented in the response, and not on the basis of what is inferred. After thoroughly reading and reviewing this RFP, each Evaluation committee member shall conduct his or her independent evaluation of the proposals received and grade the responses on their merit in accordance with the evaluation criteria set forth in the following table.

The maximum interview/demonstration points a Proposer can receive is five (5) points.

The Proposers selected for interviews/demonstrations under this section will be notified in writing of the date and time. The Proposers’ interview/demonstrations shall be based solely upon information provided in each Proposer’s original proposal. No new information may be presented.

Criteria (a) Weight

(b) Score (0-3)

(a) x (b) Weighted Score

Corporate Background and Experience 20

Firm Financial Stability 20

Project Understanding 20

Project Approach 15

Team Firm Experience 10

Proposed Cost 15

Total Score (without Interview/Demonstrations)

Interview/Demonstration (if applicable) 5

Final Score (with Interview/Demonstrations)

Score Points 0- Missing or Does Not Meet Expectation 2- Meets Expectation 1- Partially Meets Expectation 3- Exceeds Expectation

Cost Formula: The cost criterion is rated by giving the proposal with the lowest total cost the maximum number of Cost points available. The remaining proposals are rated by applying the following formula:

1 - B - A x C = D A

A—the lowest Proposer’s cost.

B—the Proposer’s cost being scored.

C—the maximum number of cost points available.

D—Proposer’s cost score (points).

Note: If the formula results in a negative number (which will occur when the Offeror’s cost is more than twice the lowest cost), zero points shall be assigned.

3.2 Interview/Demonstration (Stage 2)

A short-list of firms may be invited to Stage 2 of the evaluation process, the Interview/ Demonstration. Interview/demonstrations are an important aspect of the evaluation process that offers the City an opportunity to see how the proposer’s solution meets the critical components of the RFP.

3.3 Final Selection

Proposals will be evaluated and ranked according to the criteria and weighted values set forth in Section 3.1. Either a final selection for recommendation will be made at this time or the short-list of firms will be invited to participate in Stage 2 of the evaluation process.

If Stage 2 is implemented, each firm will be evaluated and assigned a score to determine the best firm for recommendation.

After which negotiations of a contract with the most qualified firm will commence. If negotiations are unsuccessful, the City will then pursue negotiations with the next most qualified firm. All Proposers will be notified of their standing immediately following the City’s decision.

The City shall not be bound or in any way obligated until both parties have executed a contract. The City also reserves the right to delay the award of a contract or to not award a contract.

3.4 Notice to Proposers Regarding RFP Terms and Conditions

It shall be the Proposer’s responsibility to read the Instructions, the City’s Standard Contract Terms and Conditions (Appendix V), all relevant exhibits, attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Proposers are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

3.5 Contract Term

The Contract shall have an initial term of three (3) years, beginning on the date of the Contract award (the “Effective Date”). At the end of the Contract’s current term, the City shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to a total of two (2) additional one-year terms. The City will give the

Contractor written notice of its intent whether to exercise each option no later than thirty

(30) days before the end of the Contract’s then-current term. In addition, the City reserves the right to extend a contract term for a period of up to 180 days in 90-day-or-less increments.

4 SCOPE OF SERVICES

Awarded Contractor shall provide services, all as set forth in this RFP and more particularly described in this Section 4.

The scope of services covered in this RFP is to assist the City in planning and analyzing the City’s health insurance and related benefits over the term of the awarded contract. It is expected that the Consultant will serve as a fiduciary of the City and will be able to provide a comprehensive set of services including but not limited to:

Plan Management, Data Analysis and Meetings with City

• Provide information on employee benefit issues, trends, assist with Strategy Development, and proposed or new legislation.

• Conduct annual reviews of claims administrators for quality of benefits, cost effectiveness and competitiveness and plan administration.

• Consult with client to ensure plan documents are accurate and compliant due to regulatory changes.

• Complete a quarterly analysis of the key drivers of the City’s health and dental plan costs and the cost-effectiveness of the current plan designs. Benchmark with comparable groups.

• Meet monthly/quarterly with either or both the Human Resources Department and/or, City Benefits Team and the City Benefits Committee, to review results and discuss plan implications.

• Conduct and provide the City with Benchmarking data as needed.

Annual Medical, Pharmacy and Dental Plan Renewals including plan Negotiations and Other Voluntary Benefits including vision, flexible spending, and ACA reporting.

• Assist in the development of an annual renewal strategy and conduct a pre-renewal analysis of health and dental plan utilization, claims history and census data to determine if the calculation provided by the carrier is consistent.

• Aggressively negotiate with the carriers on the City’s behalf to achieve desired contract terms for the City, including favorable pricing and compliance with any applicable legal and policy requirements of the City.

• Assist in the evaluation of the City’s stop loss insurance to ensure appropriate coverage level and plan design.

• Assist in the annual rate structure development, employee and employer contribution, taking into account any plan design changes (cause and effect), administration fees and or other related underwriting services.

• Assist in the marketing of plan coverage for medical, prescription, dental, and other voluntary benefits.

• Assist in pharmacy benefit marketing services and pharmacy auditing services.

• Assist in individual vision plan marketing services and implementation.

• Assist the City with suggestions on Wellness initiatives.

Actuarial Analysis for Annual Budget Forecasting and OPEB

• Provide Financial and Data Analytics.

• Provide annual actuarial analysis of health and dental insurance claims, including health insurance projections for upcoming fiscal years, as well as IBNR and OPEB analysis to ensure appropriate fund balances.

Strategic Plan Design and Management of Changes

• Evaluate and determine innovative plan design alternatives based on the City’s member demographic, utilization and budget.

• Determine the potential impact on the City’s health and dental plans costs including risks as a result of recommended plan design changes.

Special Projects

• The awarded firm will be requested to assist or lead special projects which could include procurement of health, dental, vision, flexible spending, annual enrollment services, voluntary benefits or new benefit programs.

Annual Enrollment

• Assist the City in creation of Communication plan and materials including but not limited to Benefits Guides for the plan year.

• Provide Implementation support, facilitate carrier-client calls and meetings for new carriers and Enrollment Support for the City employees.

Records Retention & Public Records Request

• Produce and provide RFP responses and any other City related information when the City receives a Public Records request & RFPS

• Perform RFPs for benefits as required to ensure the City receives best-in-class benefits with the right provider to support the City’s goals at appropriate cost.

• Perform the claims Audits and any other audits requested by the City

APPENDIX I:

PROPOSAL COST FORM

Awarded Contractor shall perform the services to be performed as set forth in this RFP and more particularly described in Section 4 for a not to exceed total amount of

Proposer shall attach proposal cost breakdown to this Appendix I Proposal Cost Form.

Firm Name: ____________________________________________________________

Authorized Signature _______________________________Date__________________

Signed by: _____________________________________________________________

[Type or Print Name]

Title of Signer: __________________________________________________________

APPENDIX II:

PROPOSER QUESTIONNAIRE

The following questions must be answered, and data given must be clear and comprehensive. If necessary, questions may be answered on separate sheets. The Proposer may submit any additional information desired.

Company Name: d/b/a (if applicable)

Street / PO Box:

City: State: Zip:

Phone: Fax: E-Mail:

Website (if applicable):

Sole Proprietor Partnership Corporation Other

Number of years in business under company’s present name:

Fed Tax ID #: DUNS # Are you registered with the North Carolina Secretary of State to conduct business (if required)? (Check One) YES: NO: Not Applicable:

Are you properly licensed/certified by the Federal and/or State of North Carolina to perform the specified work?

YES: NO: Not Applicable: ATTACH COPY OF ALL APPLICABLE LICENSING/CERTIFICATION DOCUMENTS Are/will you be properly insured to perform the work? YES: NO:

Contact for this Contract: Title:

Phone: Fax: E-Mail:

Have you ever defaulted or failed on a contract? (If yes, attach details) YES: NO:

List at least three (3) references for which you have provided these services (same scope/size) in the past three years - preferably government agencies. Do not include City of Raleigh as a reference to meet the requirement of listing at least (3) references.

PROPOSERS ARE RESPONSIBLE FOR SENDING REFERENCE QUESTIONNAIRE (APPENDIX III) TO THEIR

REFERENCES.

1. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

2. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

3. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

4. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

5. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

The undersigned swears to the truth and accuracy of all statements and answers contained herein:

Authorized Signature: Date:

APPENDIX III:

REFERENCE QUESTIONNAIRE

(Instructions)

274-2026-HRHCBCS Health Care and Benefits Consulting Services The City of Raleigh, as a part of the RFP, requires proposing companies to submit a minimum of three (3) business references as requi red within this document. The purpose of the references is to document the experience of the proposer relevant to the scope of services and assist in the evaluation process.

• The Proposer is required to send the reference form (the following two pages) to each business reference listed on Proposer Questionnaire.

• The business reference, in turn, is requested to submit the Reference Form directly to the City of Raleigh Point of Contact identified on the Reference Questionnaire form for inclusion in the evaluation process.

• The form and information provided will become a part of the submitted proposal. The business reference may be contacted for validation of the response.

• It is the Proposer’s responsibility to verify their references have been received by the City of Raleigh Point of Contact by the date indicated on the reference form.

APPENDIX III:

REFERENCE QUESTIONNAIRE FORM

274-2026-HRHCBCS

(Name of Business Requesting Reference)

This form is being submitted to your company for completion as a business reference for the company listed above.

This form is to be returned to the City of Raleigh, Andrew Bullard, via email to Andrew.bullard@raleighnc.gov no later than 5:00 p.m. EST, August 29, 2025 and MUST NOT be returned to the company requesting the reference.

For questions or concerns regarding this form, please contact the City of Raleigh, Point of Contact above.

Company Providing Reference

Contact Name and Title/Position

Contact Telephone Number

Contact Email Address

Questions:

1. In what capacity have you worked with this company in the past? If the company was under a contract, please acknowledge and explain briefly whether or not the contract was successful.

Comments:

2. How would you rate this company’s knowledge and expertise?

3= Excellent 2= Satisfactory 1= Unsatisfactory 0= Unacceptable

3. How would you rate the company’s flexibility relative to changes in the scope and timelines?

4. What is your level of satisfaction with hard-copy materials, e.g. reports, logs, etc. produced by the company?

5. How would you rate the dynamics/interaction between the company and your staff?

6. Who were the company’s principle representatives involved in providing your service and how would you rate them individually? Would you comment on the skills, knowledge, behaviors or other factors on which you based the rating?

(3= Excellent; 2= Satisfactory; 1= Unsatisfactory; 0= Unacceptable)

Name: Rating:

7. With which aspect(s) of this company’s services are you most satisfied?

8. With which aspect(s) of this company’s services are you least satisfied?

9. Would you recommend this company’s services to your organization again?

MWBE SUBCONTRACTORS

APPENDIX IV:

MWBE PARTICIPATION FORM

(REMOVE THIS FORM AND USE THE ABOVE FORM IF COST IS ESTIMATED TO BE BELOW 300K)

IDENTIFICATION OF MWBE PARTICIPATION FOR FORMAL CONTRACTS

Contract amount is ≥ (greater than or equal to) $300,000.00

This Identification of MWBE Participation Form is for the purpose of capturing information regarding the utilization of MWBEs and other subcontractors and suppliers on Formal City Contracts. MWBE participation is encouraged for all City of Raleigh contracting opportunities. Please refer to the City’s MWBE Policy for any contract specific requirements. Copy this Form as needed.

COMPANY

NAME

PROJECT NAME

PROJECT

NUMBER

CITY

DEPARTMENT

CONTRACT

TYPE

¨ Services ¨ Other

PRIME IS

MWBE

Classification: ________ ¨ Certified with NCHUB ¨ Certified with NCDOT-DBE

RFP SUBMITTAL

DATE

MWBE Classifications:

American Indian (AI), Asian American (AA), Black/African-American (B), Hispanic (H), Non-Minority Female (NMF), Socially/Economic Disadvantaged

(D)

WORK TO BE SELF-PERFORMED

Check this box only if you intend to perform 100% of the work for this Contract with your own current work forces, and you normally perform and have the capability to perform all elements of this work for this Contract with your own current work forces.

Complete the chart below for all MWBE subcontractors that you intend to use for this Contract regardless of dollar amount.

Company Name

MWBE

Classificatio n*

Description of Services

Percentage of Total Contract

Total Projected

Utilization ($)

*MWBE Classifications:

American Indian (AI), Asian American (AA), Black/African-American (B), Hispanic (H), Non-Minority Female (NMF), Socially/Economic Disadvantaged

(D)

Total Estimated MWBE Utilization* $

Total Proposal Amount* $

Percent Estimated MWBE Utilization*

(Total Estimated MWBE Utilization divided by Total Bid Amount)

APPENDIX V:

CONTRACT STANDARD TERMS AND CONDITIONS

The contract terms provided herein shall become a part of any contract issued as a result of this solicitation. Any exceptions to the contract terms must be stated in the submittal. Any submission of a proposal without objection to the contract terms indicates understanding and intention to comply with the contract terms. If there is a term or condition that the firm intends to negotiate, it must be stated in the proposal. The successful firm will not be entitled to any changes or modifications unless they were first stated in the proposal. The City of Raleigh reserves the right, at its sole discretion, to reject any or all submittal package(s) containing unreasonable objections to standard City of Raleigh contract provisions.

1. Compensation; Time of Payment The standard City of Raleigh payment term is NET 30 days from the date of invoice. For prompt payment all invoices should be emailed to (accountspayable@raleighnc.gov) or mail to the City of Raleigh, Accounts Payable, PO Box 590, Raleigh, North Carolina 27602-0590. All invoices must include the Purchase Order Number. Invoices submitted without the correct purchase order number will result in delayed payment.

2. Workmanship and Quality of Services All work performed under this Contract shall be performed in a workmanlike and professional manner, to the reasonable satisfaction of the City, and shall conform to all prevailing industry and professional standards.

3. Non-discrimination To the extent permitted by North Carolina law, the Parties for themselves, their agents, officials, directors, officers, members, representatives, employees, and contractors agree not to discriminate in any manner or in any form…