3-RFP260216 Specifications.pdf

REQUEST FOR PROPOSALS

Employee Benefits Broker and Consulting Services

Jefferson County Clerk’s Office

RFP No.: RFP260216 Issue Date: April 15th, 2026 Proposal Due Date: May 6th, 2026 Time: 3:00pm EST Contact Person: Alan Cunningham, Procurement Analyst, alan.cunningham@louisvilleky.gov.

SECTION 1 — PURPOSE AND AUTHORITY

The Jefferson County Clerk’s Office (“County”) is soliciting proposals from qualified firms to provide Employee Benefits Broker and Consulting Services in accordance with

KRS 424.260 and applicable laws and regulations.

The purpose of this Request for Proposals (“RFP”) is to identify a qualified firm to provide professional consulting and brokerage services related to employee health and welfare benefit programs for County employees and eligible dependents. Award shall be made to the Offeror whose proposal is determined to provide the best overall value to the County based upon qualifications, experience, technical approach, and cost.

SECTION 2 — ORGANIZATIONAL BACKGROUND

The Jefferson County Clerk’s Office is a constitutional office of the Commonwealth of

Kentucky responsible for providing a wide range of services to the public, including but not limited to elections administration, motor vehicle services, recordkeeping, and related statutory duties.

The County Clerk’s Office operates in a highly regulated environment subject to state and federal laws, public transparency requirements, and strict deadlines associated with election administration and public service delivery.

The Jefferson County Clerk’s Office currently employs approximately 270 full-time and part-time employees across multiple divisions and locations throughout Jefferson

County.

Employee benefit programs currently provided by the County Clerk’s Office include, but are not limited to:

JCCO Employee Benefits Broker Services

RFP #260216

- Medical insurance

- Dental insurance

- Vision insurance

- Life insurance

- Disability insurance

This background information is provided to assist Offerors in understanding the

County’s operating environment and workforce composition and in preparing responsive proposals.

SECTION 3 — PROCUREMENT SCHEDULE

The anticipated schedule for this RFP is as follows (subject to change at the County’s discretion):

RFP Issued: April 15, 2026

Deadline for Written Questions: April 29, 2026

Proposals Due: May 6, 2026

Evaluation Committee Review: May 15, 2026

Optional Interviews (if conducted): Week of May 18, 2026

Notice of Intent to Award | May 26, 2026

Contract Start Date | June 1, 2026

SECTION 4 — SCOPE OF SERVICES

The selected Offeror shall provide comprehensive employee benefits consulting and brokerage services, including but not limited to the following:

Strategic Planning

- Assist the County in short-term and long-term employee benefits strategy (1–3 year and 3–5-year planning horizons).

- Provide market trend analysis and benchmarking against comparable public-sector employers.

- Provide recommendations on plan design, cost sharing, and wellness initiatives.

- Advise on balancing cost containment with employee recruitment and retention objectives.

Actuarial and Financial Services

- Analyze claims data and utilization trends.

- Project reserves, funding levels, and contribution strategies.

- Model financial impact of plan design and contribution changes.

- Provide pharmacy benefit analysis and procurement support.

- Provide actuarial analysis related to legislative or regulatory changes.

Vendor Management and Procurement Support

- Assist in procurement and evaluation of carriers and third-party administrators.

- Develop RFP specifications and marketing strategies for benefit programs.

- Negotiate rates, performance guarantees, and contract terms.

- Review vendor contracts for compliance with negotiated terms.

- Conduct ongoing vendor performance monitoring and issue resolution.

Reporting and Data Management

- Provide quarterly utilization and financial reports.

- Maintain data warehousing for medical, pharmacy, dental, and vision claims.

- Prepare dashboards and financial exhibits to support decision-making.

Communications and Administrative Support

- Support annual online open enrollment planning and implementation.

- Assist with development of employee benefit communications and production of materials.

- Provide customer service and employee advocacy support.

- Conduct at least two (2) annual training sessions for Plan Administrators.

- Provide concierge and advocacy services related to healthcare access and cost transparency.

Compliance Services

- Monitor and advise on compliance with applicable federal and state laws including

HIPAA, COBRA, PPACA, and related statutes.

- Assist with preparation and review of Summary Plan Descriptions (SPDs) and Plan

Documents.

- Provide regulatory updates and compliance guidance.

- Review contracts and policies for legal and regulatory compliance.

SECTION 5 — MINIMUM QUALIFICATIONS

Offerors must meet the following minimum qualifications:

1. A minimum of ten (10) years of experience providing employee benefits consulting services to organizations with 250 or more employees.

2. Independence from exclusive affiliation with any single insurance carrier or provider network.

3. Ability to provide local or dedicated service support.

SECTION 6 — INSTRUCTIONS TO OFFERORS

Proposals must be complete and responsive to this RFP. All costs must be included in the proposal and shall remain valid for at least ninety (90) days. Proposals shall represent the Offeror’s best and final offer.

The County reserves the right to reject any or all proposals, waive informalities and minor irregularities, request clarification of any proposal, and conduct interviews at its discretion. Interviews, if conducted, are not mandatory for all Offerors.

Communication Restrictions (“No Contact” Provision)

From the date of issuance of this Request for Proposals until a contract is awarded or the solicitation is formally cancelled, Offerors and their representatives are prohibited from contacting any Jefferson County Clerk’s Office employee, elected official, or evaluation committee member regarding this RFP, except for the individual designated as the official Point of Contact identified in this RFP.

All communications concerning this RFP shall be directed solely to the designated Point of Contact. Unauthorized contact regarding this RFP with any County employee or official may result in disqualification of the Offeror’s proposal at the sole discretion of the

County.

This restriction includes, but is not limited to:

• Lobbying or attempting to influence County employees or officials,

• Seeking information outside the formal question-and-answer process,

• Discussing the RFP with evaluation committee members.

• This provision does not prohibit communications unrelated to this RFP that are conducted in the normal course of business.

Exceptions to Requirements and Contract Terms

Offerors may identify specific exceptions to the requirements, specifications, or contract terms and conditions contained in this Request for Proposals. Any such exceptions must be clearly stated and fully explained in a separate section of the proposal titled

“Exceptions to RFP Requirements and Contract Terms.”

For each exception, the Offeror shall:

• Identify the specific RFP section and requirement to which the exception applies;

• Clearly state the nature of the exception; and

• Propose alternative language or an alternative approach for the County’s consideration.

Failure to clearly identify and submit exceptions as required shall be deemed acceptance of all requirements, specifications, and contract terms and conditions contained in this RFP without exception.

Exceptions that materially alter the scope of services, risk allocation, or legal obligations of the County may render a proposal non-responsive and may be grounds for rejection at the sole discretion of the County. The County reserves the right to accept, reject, or negotiate any proposed exceptions.

SECTION 7 — PROPOSAL CONTENT REQUIREMENTS

Proposals shall be organized in the order outlined below and shall clearly and concisely address each requirement of this RFP. Failure to address all required elements may result in a proposal being deemed non-responsive.

Offerors shall provide sufficient detail to demonstrate their understanding of the

County’s needs and their ability to perform the services described in this RFP.

Marketing materials alone are not acceptable as a substitute for narrative responses.

7.1 Firm Qualifications and Experience

Offerors shall provide a detailed description of their firm’s qualifications and experience relevant to the services requested in this RFP, including:

- Legal name, ownership structure, and years in business.

- Description of the firm’s primary areas of expertise related to employee benefits consulting and brokerage services.

- Experience providing similar services to public-sector or comparable organizations with 250 or more employees.

- Office location(s) and description of the firm’s ability to provide dedicated or local service support.

- Proof of professional liability and errors and omissions insurance coverage.

- Description of any disciplinary actions, litigation, or regulatory findings within the past five (5) years related to employee benefits or professional services, if applicable.

7.2 Staffing Plan and Key Personnel

Offerors shall identify the personnel who will be assigned to provide services under this contract and describe their roles and responsibilities, including:

- Identification of the proposed account manager and key team members.

- Resumes or biographical summaries for each key staff member.

- Description of each individual’s relevant experience and qualifications.

- Number and type of clients currently supported by each proposed team member.

- Description of the firm’s plan to ensure continuity of service and minimize turnover of assigned personnel.

- Description of how the County will be supported in the event of staff absences or transitions.

7.3 Technical Approach and Methodology

Offerors shall describe their overall technical approach to delivering the Scope of

Services outlined in this RFP, including:

- Approach to strategic planning for employee benefit programs.

- Methods for analyzing claims data, utilization trends, and financial performance.

- Tools and resources used for actuarial modeling and financial projections.

- Process for assisting with vendor procurement, negotiations, and contract review.

- Approach to vendor performance monitoring and issue resolution.

- Description of reporting formats, dashboards, and frequency of reports.

- Approach to supporting open enrollment and employee communications.

- Description of employee advocacy, concierge, and customer service services.

7.4 Compliance and Risk Management

Offerors shall describe their capabilities and processes for ensuring compliance with applicable federal and state laws and regulations, including but not limited to HIPAA, COBRA, and PPACA. This section shall include:

- Description of HIPAA compliance policies and data security measures.

- Description of legal or regulatory support resources available to the firm.

- Process for monitoring and communicating changes in laws and regulations to clients.

- Description of internal quality control and risk management procedures.

7.5 Cost and Compensation Structure Proposal

The County seeks a compensation model that is transparent, aligns with the County’s best interests, and minimizes potential conflicts of interests.

7.51 Preferred Compensation Structure

The County prefers a fixed fee compensation model for the services described in this

RFP. However, Offerors may propose alternative or hybrid compensation structures, provided such structures are clearly defined, transparent, and in the best interest of the

County.

Acceptable compensation structures may include:

• Fixed fee (preferred)

• Fixed fee with performance-based components

• Fixed fee with optional project-based pricing

• Other hybrid models, subject to County approval

7.52 Compensation Transparency Requirements

All Offerors must fully disclose all forms of compensation related to services under this contract, including but not limited to:

• Direct fees paid by the County

• Commissions or fees received from insurance carriers

• Bonuses, overrides, or incentive payments

• Contingent compensation or profit-sharing arrangements

All compensation must be clearly identified in the proposal

7.53 Carrier Compensation and Credits

Any compensation received from insurance carriers, third-party administrators, or other vendors in connection with services provided to the County must be:

• Fully disclosed; and

• Either credited to the County or offset against fees charged to the County

The County reserves the right to require a fee-only structure as a condition of contract award if deemed in its best interest.

7.54 Prohibited Compensation Practices

The following practices are prohibited:

• Undisclosed compensation of any kind

• Compensation structures that create a material conflict of interest

• Incentives tied solely to premium volume or carrier selection without transparency

Failure to disclose compensation may result in disqualification of the proposal.

7.55 Certification

Offerors must certify that:

• All compensation has been fully disclosed;

• No undisclosed compensation arrangements exist; and

• The proposed compensation structure aligns with the best interests of the

County.

7.6 References

Offerors shall provide three (3) references from public-sector or comparable clients for whom similar services have been provided within the past five (5) years. Each reference shall include:

- Organization name

- Contact person name and title

- Telephone number

- Email address

- Brief description of services provided

7.7 Additional Information

Offerors may include any additional information they believe is relevant to the County’s evaluation of their proposal; however, such information shall be clearly labeled and shall not substitute for the required sections above.

SECTION 8 — EVALUATION AND AWARD

Evaluation Criteria and Scoring:

Technical Approach and Scope of Services – 30%

Firm Qualifications and Experience – 25%

Cost Proposal and Compensation Structure– 20%

Staffing and Customer Service Plan – 15%

References – 10%

SECTION 9 — COMPENSATION AND CONFLICTS OF INTEREST

Compensation shall be fee-only with full disclosure of all carrier compensation.

SECTION 10 — ETHICS AND GRATUITIES

Offerors shall comply with all applicable ethics laws. No gratuities or gifts shall be offered.

SECTION 11 — PUBLIC RECORDS

All proposals are subject to KRS 61.800, the Kentucky Open Records Act.

SECTION 12 — CONTRACT TERM

Two (2) years with up to three (3) one-year renewals.

SECTION 13 — STANDARD CONTRACT TERMS AND CONDITIONS

13.1 Termination for Convenience

The County may terminate the contract, in whole or in part, at any time for its convenience and without cause upon thirty (30) days written notice to the Contractor. In the event of termination for convenience, the Contractor shall be compensated only for services satisfactorily performed prior to the effective date of termination.

13.2 Termination for Cause

The County may terminate the contract immediately upon written notice if the Contractor fails to perform in accordance with the terms of the contract, becomes insolvent, or materially breaches any provision of the contract. The County shall not be liable for any damages resulting from such termination.

13.3 Non-Appropriation of Funds

The obligations of the County under this contract are subject to the availability and appropriation of funds. In the event that funds are not appropriated for continuation of this contract, the County may terminate the contract without penalty upon written notice to the Contractor.

13.4 Indemnification

To the fullest extent permitted by law, the Contractor shall indemnify, defend, and hold harmless the Jefferson County Clerk’s Office, its officers, employees, and agents from and against any and all claims, damages, losses, liabilities, costs, and expenses, including reasonable attorney’s fees, arising out of or resulting from the negligent acts, errors, or omissions of the Contractor, its employees, agents, or subcontractors in the performance of this contract.

13.5 Insurance Requirements

The Contractor shall maintain, at its own expense, insurance coverage of the types and in the amounts specified by the County prior to contract execution and throughout the term of the contract. Proof of insurance shall be provided upon request and shall name the Jefferson County Clerk’s Office as an additional insured where applicable.

13.6 Independent Contractor Status

The Contractor is an independent contractor and not an employee of the County.

Nothing in this contract shall be construed to create a partnership, joint venture, or agency relationship between the parties.

13.7 Audit and Records Retention

The Contractor shall maintain all records related to the performance of this contract for a period of not less than five (5) years following final payment. The County or its authorized representatives shall have the right to audit, inspect, and copy such records upon reasonable notice.

13.8 Confidentiality and Data Security

The Contractor shall maintain the confidentiality of all non-public information obtained in connection with this contract and shall comply with all applicable state and federal laws governing the protection of personal and protected health information. The Contractor shall implement appropriate administrative, technical, and physical safeguards to protect such information from unauthorized access or disclosure.

13.9 Assignment and Subcontracting

The Contractor shall not assign or subcontract any portion of the contract without the prior written consent of the County. Any approved subcontractor shall be subject to the same terms and conditions as the Contractor.

13.10 Governing Law and Venue

This contract shall be governed by and construed in accordance with the laws of the

Commonwealth of Kentucky. Venue for any legal action arising out of this contract shall lie in Jefferson County, Kentucky.

13.11 Compliance with Laws

The Contractor shall comply with all applicable federal, state, and local laws, regulations, and ordinances in the performance of this contract.

13.12 Conflict of Interest

The Contractor represents that no conflict of interest exists that would impair its performance under this contract. The Contractor shall disclose any potential conflicts of interest that arise during the term of the contract.

13.13 Non-Discrimination

The Contractor shall not discriminate against any employee or applicant for employment or against any client or participant on the basis of race, color, national origin, sex, age, disability, or any other protected class under applicable law.

13.14 Entire Agreement

The contract constitutes the entire agreement between the parties and supersedes all prior negotiations, representations, or agreements, whether written or oral.

13.15 Amendments

The contract may be amended only by written agreement executed by authorized representatives of both parties.

13.16 Severability

If any provision of the contract is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

13.17 Force Majeure

Neither party shall be liable for failure to perform its obligations under the contract due to events beyond its reasonable control, including acts of God, war, natural disasters, or governmental actions.

SECTION 14 — OPTIONAL INTERVIEWS

The County reserves the right to conduct interviews with one or more Offerors for clarification and evaluation purposes.

SECTION 15 — ATTACHMENTS