3-2. Scope of Work-Benefits Broker Services.pdf

REQUEST FOR PROPOSAL

26RFP026

Insurance Benefits Broker

CONTACT:

Erica Smith Director of Contracts and Procurement smith60@southwestern.edu mailto:smith60@southwestern.edu

Table of Contents

1. Overview of Southwestern University

1.1 Overview of RFP

2. Anticipated RFP Timeline

3. Scope of Services Requested

A. Strategic Benefits Consulting B. Brokerage & Vendor Management C. Compliance & Legal Support D. Employee Communication & Engagement E. Technology & Administration Tools F. Account Management & Service Team G. Additional Services (optional)

4. Proposal Requirements A. Executive Summary B. Company Profile C. Service Team

D. Higher Education Experience ……………………………………………5 E. Consulting Services F. Clinical / Preventive Health Services G. Compliance H. Compensation I. Implementation Plan

5. Criteria for Selection

5.1 Evaluation Criteria

6. Submission Instructions

7. Confidentiality

8. Proposal Validity Period

1. Overview of Southwestern University Established in 1872 through the revival of collegiate charters originally granted in 1840, Southwestern University is an independent, four-year undergraduate liberal arts university located in Georgetown, Texas. Situated on 701 beautiful Central Texas acres, Southwestern has its own “100-acre wood,” also known as the academic campus.

With a student population of approximately 1,430 students Southwestern University is a leader in innovative undergraduate education, offering a life-enriching residential liberal arts and sciences experience for talented individuals who share a passion for intellectual exploration, engagement, and growth. Discovery and creation are intentionally fostered throughout a diverse and inclusive community of students, faculty, staff, and alumni, empowering all to advance research, scholarship, and the creative arts and lead fulfilling lives that contribute to the well-being of humanity.

Offering thirty-six (36) Majors, four (4) Certificate Programs, and nine (9) Pre-professional Pathways, and a student–to-faculty ratio of 11:1 and an average class size of 17, Southwestern enjoys recognition by a number of college guidebooks and other ranking services for our quality of education, sustainability, value, and contributions to the public good.

There are approximately 420 benefits-eligible faculty and staff members within the university.

All regular active employees who work a minimum of 30 hours per week are eligible for a robust benefits program, including medical, dental, vision, life and disability insurance, access to a Health Savings Account and Flexible Spending Accounts, retirement plan, and an Employee Assistance Program.

1.1 Overview of RFP

Southwestern University is requesting proposals from qualified licensed brokers to provide consulting and insurance brokerage services for the University’s current and future employee benefits, including group medical (includes prescription coverage), stop-loss, dental, vision, life, accidental death and dismemberment, short- and long-term disability, health savings accounts, an Employee Assistance Program (EAP) and eligible additional ancillary benefits and/or similar benefits.

The University seeks a consultant and broker that is well versed in the benefits market, experienced in advising comparable public agencies, works effectively with various levels of staff and management, and provides continuous, year-round support, including availability during academic breaks, holidays, and summer periods. Submitted proposals must meet all requirements set forth in this Request for Proposal (RFP).

2. Anticipated RFP Timeline

The following timeline is provided for informational purposes only and is subject to change at the University’s sole discretion. Any changes to the schedule will be communicated through written addenda to this RFP.

Milestone Date (Subject to Change) RFP Issued March 25, 2026 Deadline for Questions April 17, 2026, 5:00 p.m. CST Proposal Submission Deadline May 1, 2026, 5:00 p.m. CST Finalist Presentations (if applicable) June Notice of Intent to Award / Award Decision June Contract Implementation / Services Commence ASAP After Award

3. Scope of Services Requested Please confirm your ability to provide the following services and describe your approach for each.

A. Strategic Benefits Consulting

• Annual and multi-year benefits strategy

• Plan design benchmarking and recommendations

• Cost modeling and forecasting

• Claims analysis and reporting

B. Brokerage & Vendor Management

• Carrier negotiations and marketing

• Renewal support

• RFP/RFI management for medical, dental, vision, life, disability, etc.

• Vendor relationship oversight

• Support for ancillary benefits (voluntary, wellness, EAP, etc.)

C. Compliance & Legal Support

• ACA, ERISA, COBRA, HIPAA guidance

• Required plan document preparation and updates

• Non-discrimination testing

• Legislative updates and training

D. Employee Communication & Engagement

• Open enrollment strategy & management

• Print, digital, video communication materials

• Benefits education meetings/webinars

• Engagement campaigns throughout the year

• Change management support

• Ability to drive participation and measurable outcomes

E. Technology & Administration Tools Describe systems offered (yours or partners’), including:

• Benefits administration platform

• Employee self-service tools

• HRIS or payroll integrations

• Enrollment technology

• Mobile apps and portals

• Data analytics platforms

F. Account Management & Service Team

• Proposed service team structure

• Roles and responsibilities

• Experience and qualifications

• Location and availability

• Client load per account manager

G. Additional Services (optional)

• Wellness program development

• Leave management support

• Vendor audits (pharmacy, stop-loss, etc.)

• Advocacy services

• Dependent eligibility audits

4. Proposal Requirements Please include the following sections in your proposal.

A: Executive Summary

1. Why your firm is the best fit.

2. Unique value propositions

B: Company Profile

3. Please provide a brief overview of your company’s history, growth, ownership structure (public vs. private, etc.), and the office that will serve our account.

4. Provide a copy of your company’s mission, vision, and core values.

5. Describe your company’s culture and philosophy regarding client management.

6. How does your organization distinguish itself from competitors in the area of employee benefit program consulting? Describe the area(s) of expertise for which your organization is known.

C: Service Team

7. Identify members of your staff who would be assigned to this relationship and provide a summary of their qualifications.

8. Does your firm employ the following in-house expertise? If yes, please provide their credentials and location where they office. In the event your firm does not employ this in-house expertise, please identify any subcontractor, their credentials and office where they are located.

a. ERISA/Compliance

b. Medical Director

c. Health and Wellness Practice

d. On staff Actuaries with expertise health and welfare benefits

e. Pharmacy consulting practice

f. Benefit Help Line / Call center representatives

g. Communications

D. Higher Education Experience:

Please describe your firm’s experience serving higher education institutions, particularly private liberal arts universities of similar size and complexity. Include:

• The number and type of higher education clients currently served

• Length of client relationships

• Scope of services provided (e.g., medical, dental, vision, life, disability, voluntary benefits, wellness, compliance support)

• Experience with fully insured vs. self-funded plans

• Familiarity with shared governance environments and faculty/staff benefit structures

• Examples of strategic initiatives implemented to control costs and enhance employee engagement

• Any experience working with institutions in Texas

9. Please provide at least three current references of higher education clients similar in size and complexity. For each reference, including institution name, enrollment size, employee count, and primary contact information.

E: Consulting Services

10. Describe how you will address Southwestern University’s needs in the following areas:

a. Strategic Planning - your experience in consulting with clients in redesigning and implementing their benefits programs.

b. Industry Trends and Emerging Issues – timely information on trends in the benefits industry and emerging benefit issues.

c. Benchmarking – tools and resources offered to assist with benchmarking.

d. Financial Reporting and Analysis – experience reporting, underwriting, ongoing management assistance, including regular supervision of claims activity reports from carriers. Please provide sample financial reports.

e. Competitive Marketing and Placement of Plans – assisting with the development of marketing specifications, identification of market conditions, evaluation of proposals, negotiations, and placement of insurance contracts.

f. Employee Contributions and Plan Design Modeling – assisting with establishing employee contributions to meet firm objectives.

g. Actuarial Services – As a partially self-funded health plan sponsor, we will require support with incurred but not reported claim liability, ghost rate / COBRA calculations, budgeting, plan design change valuations.

h. Annual Reporting Requirements – assist in meeting annual reporting deadlines, including Form 5500 and Medicare Part D.

i. Client Support/Customer Service – Describe how you work with insurance carriers to resolve contract, administrative, billing and/or claim issues.

j. Benefits Help Line – Describe if your firm has the capabilities to take incoming calls from our employees and dependents covered under the plan. Please include the office where the call service representatives reside, hours of operation and reporting available.

k. Employee Communications – assist in developing employee communication and related tools. Please provide sample copies of employee benefit communication materials. Do you have some ideas on ways that we can better engage multiple generations in our workforce?

11. Describe how your organization tracks objectives and activities associated with

Southwestern University to assure all tasks are completed and items are addressed.

12. Describe how you select providers (insurance companies, third-party administrators, etc.) to provide quotes or services on new benefit or renewal plans.

E: Clinical / Preventive Health Services

13. Describe the resources your firm provides in the areas of Well-being and Health Promotion.

14. What services does your company provide in the following areas of wellness to help us tackle this challenge with our own employees and their dependents?

a. Strategic Planning of Preventive Health Program Spend and Deployment -your experience in consulting with clients in redesigning and implementing their benefits programs.

b. Performance guarantee – Are there programs that provide performance guarantees to ensure that we get results as a plan sponsor? Please provide an example.

c. Case study - Can you provide a case study where your team has demonstrated success over multiple years assisting a client with a preventive health strategy? How do you define success?

F: Compliance

15. Describe your services with regard to directly assisting Southwestern University in maintaining compliance with federal regulations related to health and welfare plans.

16. How do you inform clients about compliance-related issues?

17. How do you ensure data security and privacy standards?

G: Compensation

18. Discuss the various methods by which you are compensated by your clients (i.e., fee-for-service, retainer, etc.). Specify your preferred means of compensation, the amount of fee or commission associated with serving Southwestern University’s health and welfare benefit plans, and explain why this method is preferred.

19. Please specify any services that would fall outside the scope (i.e., require outsourcing) of your proposed service plan, but would be available to Southwestern University for an additional fee. Are there services that fall outside of the scope of the proposed consulting services for which the cost would be paid by vendors or other parties-in-interest?

20. Please confirm that you will fully disclose all types, sources and amounts of compensation received from servicing the Southwestern University account including, but not limited to: commissions, contingency commissions, fees from acting as “managerial general agent,” retainers, bonus payments from vendors, administrative service fees or insurance fees built into ASO contracts or insurance plans or any other compensation that is not reportable on the Form 5500 Schedule A, etc.

21. Are you willing to be engaged on a fixed fee basis where payment is capped at a fixed amount?

22. Please identify if your firm would consider entering into a multi-year agreement by indicating your compensation terms for each year of service with Southwestern University.

H. Implementation & Transition Methodology Describe your first 90 – 180-day implementation plan, including:

• Onboarding steps

• Plan review

• Technology configuration

• Communication planning

5. Criteria for Selection

The successful Proposer, if any, selected by Southwestern University through this RFP will be the Proposer that submits a proposal on or before the Submittal Deadline that is the most advantageous to the university. The successful Proposer is referred to as “Contractor.”

Proposer is encouraged to propose terms and conditions offering the maximum benefit to university in terms of (1) service, (2) total overall cost, and (3) project management expertise.

The evaluation of proposals and the selection of Contractor will be based on the information provided in the proposal. The University may consider additional information if we determine the information is relevant.

5.1. Evaluation Criteria

CATEGORY WEIGHT (%)

Strategic Consulting & Expertise 20% Brokerage & Vendor Management 15% Compliance & Regulatory Support 10% Technology & Tools 15% Communication & Employee Engagement 10% Service Team & Account Management 15% Experience & References 5% Fees & Compensation Transparency 10% Value-Added Benefits 5%

TOTAL 100%

6. Confidentiality

By submitting a response, your firm agrees not to make public in any way, or discuss verbally, in writing, or through electronic forms of communication, with any third party, any aspect of this project initiative including the existence of this RFP, that may be revealed to the brokerage firm as a result of participation in any part of the RFP process or the underlying project initiative itself.

Southwestern University data that, as a result of this project or the bidding process, may come into the temporary or permanent possession of the brokerage firm remain the property of the University and are to be considered privileged and highly confidential. Such data and information include this RFP, and all information and materials relating to the University and processes of the University.

Such data and information may not be used for any purpose other than that for which they are supplied to the brokerage firm without the express written permission of Southwestern University.

Southwestern University will treat your responses as confidential, although the University reserves the right to discuss your proposal with Affiliates and to employ one or more consultants to assist in analyzing the responses. Any such consultant(s) will be bound to Southwestern University under non-disclosure agreement(s).