6-3585-7 Benefit Administration with COBRA FSA - HSA.pdf

MARICOPA COUNTY COMMUNITY COLLEGE DISTRICT

REQUEST FOR PROPOSAL #3585-7

BENEFIT ADMINISTRATION WITH COBRA & FSA/HSA

Proposal Due Date

January 26, 2026 3 PM (local time)

MARICOPA COUNTY COMMUNITY COLLEGE DISTRICT

RFP # 3585-7

BENEFIT ADMINISTRATION WITH COBRA & FSA/HSA

SCHEDULE OF EVENTS

ACTIVITY DATE

Release RFP December 19, 2025

Questions Due January 6, 2026

Proposals Due January 26, 2026

Interviews (if required) March 23-25, 2026

Proposed Contract Award May 26, 2026

Table of Contents

GENERAL

PROPOSAL INSTRUCTIONS

SCOPE OF WORK

PROPOSAL REQUIREMENTS

EVALUATION CRITERIA

PRICING SCHEDULE

SPECIAL TERMS AND CONDITIONS

GENERAL TERMS AND CONDITIONS

SIGNATURE PAGE

ATTACHMENT A

ATTACHMENT B

ATTACHMENT C

RFP# 3585-7

Section One: GENERAL Rev 090817

GENERAL

1.1 INTRODUCTION

The Maricopa County Community College District (MCCCD or District) intends to engage the services of a qualified Third-Party Administrator (TPA or Contractor) to provide a comprehensive, fully integrated benefits administration solution.

This solicitation represents an opportunity to form a long-term partnership that enhances the District’s ability to deliver high-quality benefits to employees and dependents.

1.2 MCCCD DISTRICT MAKE-UP

MCCCD comprised of ten colleges, and numerous education centers dedicated to educational excellence by meeting the needs of the businesses and the citizens of Maricopa County. Each college is individually accredited, yet part of a larger system, the Maricopa County Community College District (MCCCD or

District). The MCCCD is one of the largest higher education systems in the nation. As the largest provider of health care workers and job training in Arizona, it is a major resource for business and industry and for individuals seeking education and job training. More than 200,000 students attend the Maricopa

Community Colleges each year taking credit and non-credit courses. MCCCD employs nearly 4,700 full-time faculty and staff and more than 6,400 part-time faculty and staff.

1.3 HISTORY

MCCCD ranks as one of the nation’s largest systems of its kind and is the largest single provider of higher education in Arizona. MCCCD educates and trains thousands of students year-round. What’s more, thousands of employees from both local and relocating businesses and industries are enrolled in customized workforce training programs with the MCCCD system. MCCCD’s administration, faculty and staff are committed to working collectively and responsibly to meet the life-long learning needs of our diverse students and communities.

A seven-member governing board governs MCCCD. Five members are elected from geographical districts within Maricopa County, while two are elected on a countywide basis. The chief executive officer of MCCCD is the Chancellor; and a president heads each of the colleges. MCCCD is a political subdivision of the State, and the elected governing board has the power to levy taxes. Funding comes from property taxes, student tuition, and federal, state and private grants.

1.4 CURRENT ENVIRONMENT

The Maricopa County Community College District, along with most educational entities in the State of

Arizona, has been dealing with decreased funding support from the State for many years. In 2015, the

State of Arizona eliminated all of the funding it was providing to help support MCCCD’s operations. In addition to the loss of all funding from the State, MCCCD has experienced a decrease in student enrollment, which is a typical trend for all community colleges during strong economic times.

It is the philosophy of MCCCD that this loss of funding and decreased enrollment should not be bridged by raising student tuitions or by burdening the public with increases in their taxes. The result of these funding reductions has created a need to rethink the traditional model of customer and vendor so that

MCCCD can continue to provide the best learning environment for our student population as well as practice good stewardship of the public support we receive.

It is the District’s desire to move towards a model that is being utilized by many other higher learning institutions throughout the country which is to evolve the previous customer/supplier relationships associated with our contractors to that of becoming our Strategic Partners. By cultivating strategic partnerships, it will enable MCCCD and the awarded contractor to help identify potential cost reductions, maximize efficiencies, and tap unexplored value-added opportunities to maximize resources and support to the benefit of both parties. Any potential strategic initiatives can be established during negotiations.

1.5 STRATEGIC PARTNERSHIPS

In addition to providing the services listed in this Request for Proposal, MCCCD is continually seeking to expand its relationships with contractors who can evolve into a strategic partner. We are seeking companies that can help expand the boundaries of what has been thought of as traditional consulting contracts by infusing the program with new concepts, out-of-the box thinking, and value-added offerings that may not have existed before.

1.6 VALUE-ADDED OFFERINGS:

MCCCD would be interested in receiving any suggestions that would bring added value to this contract.

As stated in section 1.4, the previous sources of State revenue support have been cut and in order to continue to provide the quality of education our students deserve MCCCD is open to considering new resources and ideas to help alleviate these short-falls. These proposals may be a one-time occurrence or recurring in nature, revenue producing (such as incentives or rebates) or other offerings that would bring added value to our organization. Provide details how leveraging a strategic partnership with your company can assist MCCCD in achieving our goals. Creative solutions are encouraged and should be clearly labeled in the proposal as an attachment.

Potential value-added offerings may be proposed in general in the attachment but will not be reviewed and considered until after the competitive evaluation process has been completed. Once a susceptibility of award is determined by the evaluation team further negotiations regarding these added value offerings may occur and must be completed prior to a final contract award.

The negotiation of any of these offerings is separate from the evaluation process. Changes / additions to these offerings may be made if agreed upon in writing by both parties and included as a signed contract amendment.

MCCCD reserves the right to exclude items offered under this section from co-operative use unless also agreed upon by the awardee.

Section Two: PROPOSAL INSTRUCTIONS

PROPOSAL INSTRUCTIONS

2.1 PROPOSAL QUESTIONS

All questions regarding this Request for Proposal should be submitted online via the MCCCD

Procurement Portal. The deadline to submit questions is: January 6, 2026, 5:00 PM (local time).

We will not respond directly to the company asking the question. All questions received within the question period will be acknowledged even if an answer cannot be provided. Responses to the questions received by the deadline will be answered in the form of an addendum. The addendum will be posted on the MCCCD Procurement Portal, and an email notification sent to all known potential respondents who have answered “Yes” to the Intent to Bid question or anyone who has downloaded documents from the portal. The addendum will be made available on/about January 13, 2026.

2.2 PROPOSAL SUBMISSION

MCCCD uses a portal hosted by Euna Procurement (formerly Bonfire) for accepting and evaluating proposals. Registration for a Euna Procurement account will be necessary to view and respond to the

RFP. It shall be the responsibility of the Proposer to confirm that proposals contain all required documents and are submitted electronically through the MCCCD Procurement Portal located here:

https://maricopa.bonfirehub.com/portal/?tab=openOpportunities

Upon upload, proposals are automatically timestamped and will remain secure and sealed until after the submission deadline has passed. Your proposal should include all items listed in Section 4.6: Format and

Submittal Requirements. Your proposal is available for you to edit or change any time up to the RFP submission deadline.

Please contact Euna Procurement at support.bonfire@eunasolutions.com for technical questions related to your submission or difficulties in accessing the RFP documents. You can also visit their help forum at:

https://bonfirehub.zendesk.com/hc

Your proposal must be completed and uploaded to our site no later than 3:00 P.M. (local time), January 26, 2026. Submissions after this date and time will automatically be rejected by the system.

The time on the MCCCD Procurement Portal shall be the official submittal time of record.

It is the proposer’s responsibility to be aware of the submission deadline and allow sufficient time to complete any uploads needed to finalize your submission. Any technical or internet-related issues that may arise during your submission are not grounds to extend the deadline. It is strongly recommended you begin your submission upload process at least one (1) day prior to the deadline.

https://maricopa.bonfirehub.com/portal/?tab=openOpportunities https://bonfirehub.zendesk.com/hc

2.3 AWARD DETERMINATION

This Request for Proposal does not constitute a commitment by the District to award a contract. The

District reserves the right to waive any informalities and to reject any or all proposals and/or to cancel the Request For Proposal. The award shall be made on the proposal(s) that serves the best interest of the District and will not be evaluated solely on a monetary basis. The District reserves the right to negotiate a contract with the selected awardee. Even after the execution of a contract document or

Notice of Award, the selected vendor may not initiate contract performance or incur any contract costs until it receives a District-issued purchase order or Procurement card.

2.4 PROPRIETARY INFORMATION

All materials submitted as part of a response to a solicitation are subject to Arizona public records law and will be disclosed if there is an appropriate public records request at the time of or after the award of the contract.

In the event any Proposer shall include in the Proposal any information deemed "proprietary" or

"protected", such information shall be separately packaged from the balance of the proposal and clearly marked as to any proprietary claim. A “Confidential Information” section is included in the solicitation’s

Requested Information. See section 4.6.

If a Proposer wants to assert that a proposal contains a trade secret or other proprietary information, a

Proposer shall include with the submission a statement supporting this assertion. A Proposer shall clearly designate any trade secret and other proprietary information, using the term “confidential” and include it in the “Confidential Information” submittal section. Contract terms and conditions, pricing, and information generally available to the public are not considered confidential information.

The District discourages the submission of such information and undertakes to provide no more than reasonable efforts to protect the proprietary nature of such information. The District, as a public entity, cannot and does not warrant that proprietary information will not be disclosed. The District shall have the right to use any or all information included in the proposals submitted unless the information is expressly restricted by the Proposer. The District reserves the right to make its own determination of

Proposer’s proprietary materials.

Requests to deem the entire proposal or price as confidential will not be considered.

When submitting a response containing “Confidential” information, Proposer agrees to defend, indemnify and hold harmless the District, its officers and employees, from every claim, demand, loss, expense, cost, damage or injury, including attorney’s fees, arising out of or resulting from the District withholding information that offeror marked as “Confidential”.

2.5 PROPOSAL FORM

All proposals must be submitted in writing, using the accepted file formats listed. Each proposal shall be prepared simply, providing the straightforward, concise description of the proposer's ability to meet the requirements of the RFP. Emphasis should be on completeness and clarity of contents. Please refer to

Section 4.6 Format and Submittal Requirements. Proposals that do not follow the Format and Submittal

Requirements outlined in Section 4.6 may be disqualified.

2.6 PROPOSER MODIFICATIONS TO PROPOSALS

Proposals may be modified after submittal to the MCCCD Procurement Portal by accessing your Euna

Procurement account. Any modifications must be made and the files re-uploaded to the MCCCD

Procurement Portal by the published opening date and time. No modifications to proposals are permitted by the proposer after the published RFP opening date and time.

2.7 WITHDRAWAL OF PROPOSAL

Any Proposer may withdraw their proposal by accessing their Euna Procurement account prior to the deadline set for receipt of proposals. No proposal may be withdrawn or modified after that deadline and shall be binding upon Proposer for a period of ninety (90) days after due date. Withdrawn

Proposals may be resubmitted up to the time designated for the receipt of Proposals provided that they are then fully in conformance with the general terms and conditions of the RFP.

2.8 PROPOSAL COSTS

Any and all costs associated with the preparation of responses to this Request for Proposal, including site visits, oral presentations and any other costs shall be entirely the responsibility of the Proposer and shall not be reimbursable in any manner.

2.9 ORAL PRESENTATIONS

Proposers may, after opening and prior to award, be required to make oral and visual presentations at the request of the MCCCD. The MCCCD will schedule the time and location for any presentations as requested. Oral presentations will be evaluated.

2.10 AWARD WITHOUT DISCUSSION

The MCCCD reserves the right to make an award(s) without further discussion of the proposals received.

It is therefore critical that all proposals be submitted initially in the most favorable terms possible, both economically and technically.

2.11 CONTRACT COMMENCEMENT/TERM

It is the intent of the District to award a 5-year contract, with five (5) optional renewals, for a total potential contract term of ten (10) years. The District may also award a contract for a term shorter as deemed necessary. The contract start date is expected to be approximately August 17, 2026. No billable work is to be done without a signed PO.

A written Notice of Award with a specific contract start date will be made prior to commencement of performance. MCCCD may at its discretion exercise up to five (5) one-year, auto-renewing option periods for a total contract period not to exceed ten (10) years. However, if a mutually beneficial strategic agreement can be reached that would benefit from a longer term, those terms will also be considered.

2.12 MCCCD MODIFICATIONS TO PROPOSALS

Any interpretation, correction, or change of this RFP will be made by written Addendum.

Interpretations, corrections, or changes of this RFP made in any other manner will not be binding, and

Proposers shall not rely upon such interpretations, corrections, and changes. Any changes or corrections will be issued by MCCCD Purchasing. Addenda notification will be e-mailed to all known potential respondents who have answered “Yes” to the Intent to Bid question on the portal or anyone who has downloaded documents from the portal. Addenda will also be posted to the proposal documents on the MCCCD Procurement Portal located at:

2.13 NON-COLLUSION

The MCCCD encourages free and open competition. Whenever possible, specifications, proposal invitations and conditions are designed to accomplish this objective, consistent with the necessity to satisfy the MCCCD’s needs and the accomplishment of a sound economical operation. The Proposer's signature on its proposal guarantees that any prices offered have been established without collusion with other eligible Proposers and without effort to preclude the MCCCD from obtaining the most advantageous proposal.

Section Three: SCOPE OF WORK/SPECIFICATIONS

SCOPE OF WORK

At a minimum, the proposal response to the District’s requirements below should include the

Contractor’s acknowledgment. It is suggested that the Contractor expand on each requirement of sections 3.1, 3.2, and 3.3 and include any additional information to help adequately address how it plans to fulfill each requirement. If a requirement cannot be met with configuration, it should be disclosed. At a minimum, responses to sections 3.1, 3.2, and 3.3 shall acknowledge compliance with each of its subsections and identify any items which may be handled by a subcontractor to be named in the response. Proposals should clearly outline the Contractor’s capabilities, software functionality, service model, pricing, and experience in delivering benefit administration services at a level consistent with industry best practices and federal/state regulatory requirements.

3.1 Minimum Requirements

3.1.1 Contractor shall have expertise, licenses, and resources to provide the services outlined herein, in all states where MCCCD employees are located.

3.1.2 Contractor shall be a firm, corporation, individual or partnership normally engaged in providing services as specified herein and have adequate organization, facilities, equipment, financial capability, licenses, insurance, certifications, and personnel to ensure prompt and efficient services to MCCCD’s locations and to conduct business nationwide.

3.1.3 Contractor shall provide services in a manner that is sensitive to ethnic and cultural diversity with consideration for those who have limited English proficiency.

3.1.4 Contractor shall maintain absolute confidentiality of all issues, records, and restricted

District information.

3.1.5 Contractor shall comply with all applicable state, federal laws and regulations and the

District’s policies and shall ensure that MCCCD remains compliant with all current and future federal, state, and local regulations.

3.1.6 Contractor shall have a proven track record in managing complex benefits programs, offering scalable technology, and demonstrating excellence in customer service.

3.1.7 The Contractor shall carefully read and understand all parts of the RFP and certify that the Proposal is made accordingly.

3.2 Scope of Work

3.2.1 Overview. The District seeks an opportunity to form a long-term partnership with a

Contractor that enhances the District’s ability to deliver high-quality benefits to employees and dependents. Through this process, the District seeks to select a TPA whose technology, operational capabilities, and strategic approach best align with

District objectives for accuracy, compliance, transparency, and superior participant experience. The ideal Contractor shall ensure seamless, compliant, and efficient delivery of benefits administration services that support the District, its employees, and their dependents. The Contractor shall provide all required software, systems, tools, and administrative services detailed in this SOW which shall include, but not be limited to:

3.2.1.1 A solution that is efficient, secure, compliant, and has user-friendly benefits ecosystem that supports the District’s employees, HR team, and strategic goals.

3.2.1.2 An end-to-end technology and service delivery, including implementation, data integration, ongoing support, participant services, and regulatory compliance.

3.2.1.3 A single-source platform is preferred, however at a minimum the solution shall streamline enrollment, provide eligibility management, account administration, and regulatory documentation while ensuring data security and accuracy.

3.2.1.4 Contractor shall have capabilities to deliver all necessary software platforms, administrative services, and compliance support related to:

a. Employee Benefits Administration

b. COBRA Continuation Coverage Administration

c. Flexible Spending Account (FSA) Administration

d. Health Savings Account (HSA) Administration, should it be required in the future

3.2.2 Benefits Administration Software Platform. The features of offered software platform shall include but not be limited to the following:

3.2.2.1 Secure and fully hosted software platform for enrollment, eligibility, and ongoing benefits management.

3.2.2.2 Employee self-service portal that is mobile-responsive for benefits enrollment, updates, document uploads, and regulatory notices.

3.2.2.3 Configurable eligibility rules for all benefit group types.

3.2.2.4 Configurable Evidence of Insurability (EOI) rules for all event types and applicable insurances.

3.2.2.5 Automated custom or semi-custom and branded notices, including eligibility, enrollment window available, reminders, and confirmations.

3.2.2.6 Participant customer service via phone, live chat, email, and secure message portal.

3.2.2.7 Enrollment Support.

a. Guided enrollment workflows with custom text options.

b. Plan comparison tools.

c. Data change triggered automation.

d. Temporal change automation, such as an employee or dependent reaching a particular age.

e. Event-driven updates for all events outlined in Section 3.3 Minimum

Business Requirements.

f. Pend coverage levels requiring an Evidence of Insurability (EOI), and update guaranteed coverages.

g. Annual enrollment period as specified by MCCCD.

h. Qualified Medical Child Support Order (QMCSO)

3.2.2.8 Store online beneficiary designations by employee.

3.2.2.9 Store and send dependent data to carriers in weekly integrations.

3.2.2.10 Dependent verification services. Such services shall, at a minimum, include:

a. Generation of verification letters based on criteria and frequency determined by MCCCD.

b. Documentation of all actions associated with the verification.

c. Receiving and reviewing submitted proof documentation for completeness based on the criteria established with MCCCD.

d. Reviewing supporting documentation and approving/denying pending events and/or pending dependents, if required, based on the criteria established with MCCCD.

e. Tracking receipt of required documents to ensure all employees have responded to the verification request.

f. Coverage denial when documentation is incomplete or is not returned within the timeframe specified by MCCCD during implementation.

g. Providing reports of verification activity to MCCCD.

h. Storing all documentation received for historical purposes.

i. Resolving issues, questions, or interpretation concerns that are outside the documented verification processing guidelines.

i. Contacting MCCCD for assistance in resolving any issues that require

MCCCD input.

j. Reviewing and responding to any eligibility-related appeals associated with the verification process.

i. Contacting MCCCD for assistance in resolving any issues that require

MCCCD input.

k. Sending approval/denial email notice(s) to employee(s).

l. Sending updates to payroll and the vendors via regularly scheduled interfaces only after the approval or denial has completed and not when it is pending.

3.2.2.11 Receive, process, and store approved/denied EOI records.

3.2.2.12 Calculate all benefit deductions and credits for employee and employer.

3.2.2.13 Employer administrative portal with configurable real-time dashboards and reporting capabilities.

3.2.2.14 Standard scheduled and on-demand reports for enrollment, utilization, compliance, and audits.

3.2.2.15 Weekly integrations with MCCCD’s PeopleSoft HCM system for employee and payroll data.

3.2.2.16 Weekly eligibility and enrollment integrations with MCCCD’s insurance carriers.

3.2.2.17 Annual full payroll credit/deduction file for new plan year.

3.2.2.18 Maintain audit trails and documentation.

3.2.2.19 Compliance tools including Affordable Care Act (ACA), Employee Retirement

Income Security Act of 1974 (ERISA), and other regulatory modules.

a. IRS-compliant reporting, including Forms 1094-C and 1095-C.

b. ACA measurement periods and affordability tracking.

i. MCCCD will ensure HR/Payroll data is accurate and up-to-date so that the most recent information is transmitted to Contractor for ACA eligibility determinations.

c. Generate and load required data into ADP Health Compliance.

d. Calculate ACA full-time status based on hours of service.

e. Provide MCCCD with dashboard of eligibility changes to approve/deny.

i. MCCCD shall also be able to make notes or updates as needed.

f. Automatically trigger an ACA gain or termination using defined rules.

g. Manage the response to notices issued by state and federal marketplaces.

h. Collect data, prepare, and file required Annual Health Coverage Report.

i. Assist MCCCD with reconciling and appealing penalties, if required.

j. Calculate benefits eligibility and employee contributions.

3.2.2.20 Ongoing software updates, maintenance, and security monitoring.

a. Provide notifications of system updates or outages.

b. Maintain software functionality and compliance.

3.2.2.21 Protect all confidential and personal data.

a. Health Insurance Portability and Accountability Act of 1996 (HIPAA) compliant data storage, transmission, and processing.

b. Annual penetration testing and ongoing vulnerability monitoring.

c. Secure data encryption (in transit and at rest).

d. Multi-factor authentication or Single Sign-On (SSO) required for both employees and administrators.

3.2.2.22 Business continuity plan and disaster recovery processes.

3.2.3 COBRA Administration.

3.2.3.1 Tracking of qualifying events in compliance with COBRA regulations.

3.2.3.2 Preparation and distribution of all COBRA required notices, including initial, qualifying event, termination, and other notices within regulatory timelines.

3.2.3.3 Collect premiums, track payments, send reminders, and process reinstatements.

3.2.3.4 Premium remittance to MCCCD and carriers.

3.2.3.5 Ongoing eligibility monitoring and termination of COBRA coverage.

3.2.3.6 Customer support for COBRA participants.

3.2.3.7 Maintenance of required COBRA documentation and audit logs.

3.2.3.8 Participant customer service via phone, email, and secure message portal.

3.2.3.9 COBRA standard reporting for event logs, payment history, participant status, compliance timelines.

3.2.3.10 Weekly eligibility and enrollment integrations with MCCCD’s insurance carriers.

3.2.3.11 Ongoing software updates, maintenance, and security monitoring.

a. Provide notifications of system updates or outages.

b. Maintain software functionality and compliance.

3.2.3.12 Protect all confidential and personal data.

a. HIPAA-compliant data storage, transmission, and processing.

b. Annual penetration testing and ongoing vulnerability monitoring.

c. Secure data encryption (in transit and at rest).

d. Multi-factor authentication or SSO required for both employees and administrators.

3.2.3.13 Business continuity plan and disaster recovery processes.

3.2.4 FSA Account Administration.

3.2.4.1 Automated creation and management of Healthcare FSA and Dependent Care

FSA accounts.

3.2.4.2 Issuance and support of FSA debit cards with auto-substantiation features.

3.2.4.3 Claims intake, adjudication, and reimbursement processing via mobile upload, web upload, mail, fax, or debit card processing.

3.2.4.4 Substantiation processes and document storage for IRS compliance.

3.2.4.5 Process auto-substantiation files from carriers.

3.2.4.6 Participant contributions management, including payroll integration.

3.2.4.7 Reporting for plan utilization, forfeitures, and year-end reconciliation.

3.2.4.8 Participant customer service via phone, live chat, email, and secure message portal.

a. Ongoing software updates, maintenance, and security monitoring.

b. Provide notifications of system updates or outages.

3.2.4.9 Maintain software functionality and compliance.

3.2.4.10 Protect all confidential and personal data.

a. HIPAA-compliant data storage, transmission, and processing.

b. Annual penetration testing and ongoing vulnerability monitoring.

c. Secure data encryption (in transit and at rest).

d. Multi-factor authentication or SSO required for both employees and

3.2.4.11 Business continuity plan and disaster recovery processes.

3.2.5 HSA Account Administration.

3.2.5.1 Custodial services for HSA accounts, including automated account creation for eligible employees and maintenance.

3.2.5.2 Participant contributions management, including payroll integration.

3.2.5.3 IRS-compliant reporting.

a. Process Forms 1099-SA, 5498-SA, and other required filings.

3.2.5.4 Participant customer service via phone, email, and secure message portal.

3.2.5.5 Automated payroll contribution feed, including employer contributions.

3.2.5.6 Provide investment options and participant tools.

3.2.5.7 Support for contributions, distributions, and investment questions.

3.2.5.8 Track High Deductible Health Plan (HDHP) enrollment and eligibility status.

3.2.5.9 Ongoing software updates, maintenance, and security monitoring.

a. Provide notifications of system updates or outages.

b. Maintain software functionality and compliance.

3.2.5.10 Protect all confidential and personal data.

a. HIPAA-compliant data storage, transmission, and processing.

b. Annual penetration testing and ongoing vulnerability monitoring.

c. Secure data encryption (in transit and at rest).

d. Multi-factor authentication or SSO required for both employees and

3.2.5.11 Business continuity plan and disaster recovery processes.

3.2.6 Implementation Services. To properly implement by the effective date of August 17, 2026, the successful Contractor shall devote staff attention to the following implementation activities:

3.2.6.1 Detailed implementation plan with milestones and timelines.

3.2.6.2 Regular implementation meetings at an agreed upon frequency.

3.2.6.3 Data import.

a. Employee demographics.

b. Dependent data, including pending.

c. Eligibility and enrollment.

d. Beneficiary data.

e. Pending EOI determinations.

f. Balances.

3.2.6.4 System configuration.

3.2.6.5 Testing and Validation.

a. Parallel testing.

b. System Integration Testing (SIT) with MCCCD and all carriers.

c. User Acceptance Testing (UAT) with detailed scripts provided to users for all testing scenarios and cases.

d. Data validation.

3.2.6.6 Training for MCCCD administrators and employees.

3.2.6.7 System and business process documentation.

3.2.6.8 Develop Customer Service knowledge base.

3.2.6.9 Additional resources available during go-live and first open enrollment.

3.2.7 Change Management.

3.2.7.1 Contractor may be required to provide a representative to attend group transition sessions for employees at the Contractor’s own expense.

a. Such sessions would be scheduled in Maricopa County at various sites and virtually. The Contractor’s representative would, at the request of MCCCD, answer questions and make a presentation to staff.

3.2.8 Acceptance Criteria.

3.2.8.1 All implementation milestones are completed.

3.2.8.2 System access is fully operational.

3.2.8.3 Data validation and testing have been completed with MCCCD and carriers.

3.2.8.4 Initial training sessions have been delivered.

3.2.9 Ongoing Support.

3.2.9.1 Dedicated account manager.

3.2.9.2 Multi-tier support structure for escalations.

3.2.9.3 Live employee customer service available at a minimum for a twelve (12) hour window, five (5) days per week, and six (6) days per week during open enrollment.

3.2.9.4 Call recording for taking enrollment elections over the phone.

3.2.9.5 Quality assurance call monitoring.

3.2.9.6 Annual enrollment that includes, at minimum:

a. Active enrollment window with a soft enrollment period that precedes it and a correction period that follows it.

b. Updating the system and applicable integrations for changes in plans, rates, imputed income, etc.

c. Updating custom text on the enrollment platform.

d. Default enrollment configurations.

e. Regulatory limit changes.

f. SIT and UAT for changes.

g. Update Customer Service Knowledge Base.

h. Carrier coordination.

3.2.10 Additional Services. Contractor may offer, additional goods and/or services, including associated costs/prices that are not addressed in this section. MCCCD retains the absolute and sole discretion to examine and consider these additional goods/service options for inclusion in the contract awarded under this RFP.

3.3 Minimum Business Requirements

3.3.1 Overview.

3.3.1.1 H&W Benefits Plan Year: January through December

3.3.1.2 Enterprise HRIS: PeopleSoft 9.2 with in-house HR and Payroll administration

3.3.1.3 Current Benefit Administrator: ADP on the HWSE platform

3.3.1.4 Public 2026 Open Enrollment website with links to many additional resources on MCCCD’s specific plans: https://bit.ly/MCCCD_Open_Enrollment

3.3.2 Integrations.

3.3.2.1 Census file from MCCCD to Contractor to be processed

a. A Full File is sent weekly on Wednesday mornings before 9:00 am MST, with the expectation that all updates and triggered events from the updates occur on Wednesdays as well.

i. Please note that Mountain Standard Time (MST) applies all year since

MCCCD is located in Arizona, where the majority of the state does not recognize daylight saving time.

b. Annually, MCCCD will request a special file to be processed for any fiscal-year changes, which occur on July 1, in addition to the regular weekly files.

c. It is MCCCD’s preference for the Contractor to use our existing file layout

(attached) as it is or with minimal changes, with no impact to the

Contractor’s functionality. If the Contractor cannot use it as is to meet

MCCCD requirements fully, please detail the required changes or provide the necessary file layout in the RFP response.

d. MCCCD requires Secure File Transfer Protocol (SFTP) with Encryption standards (e.g., SSH key exchange, AES-256).

i. Note: MCCCD utilizes MoveIT for scheduling and automation for all integrations.

3.3.2.2 ACA Health Compliance files from MCCCD to Contractor

a. Contractor to provide the required file layouts or file integration options

(with detailed layouts) with the RFP response.

b. MCCCD requires SFTP with Encryption standards (e.g., SSH key exchange, AES-256).

i. Note: MCCCD utilizes MoveIT for scheduling and automation for all integrations.

3.3.2.3 Payroll Update from Contractor to MCCCD

a. A Changes Only file to be sent bi-weekly before 7:00 am MST, but with scheduled dates and not a specific day of the week, as MCCCD’s payroll processing calendar changes over the Summer and holiday breaks.

b. Each year, MCCCD will request that a Full File be scheduled at the end of the calendar year for the new plan year. This file will be in addition to the regular bi-weekly scheduled file.

c. Contractor to provide the required detailed layout options with the RFP response.

d. MCCCD requires SFTP with Encryption standards (e.g., SSH key exchange, AES-256).

i. Note: MCCCD utilizes MoveIT for scheduling and automation for all integrations.

e. Below are the current earning/deduction codes:

https://bit.ly/MCCCD_Open_Enrollment

3.3.2.4 H&W Vendor Integrations

a. Outbound weekly enrollment/eligibility files from Contractor to vendors on Thursday mornings. This weekly schedule also applies to outbound termination files for port options and COBRA, if processed by a third party.

b. Inbound FSA Substantiation files should have a weekly frequency, but the day of the week can be determined with the vendor.

c. MCCCD prefers that the Contractor process an inbound weekly EOI determination file containing approvals and denials.

d. Contractor shall manage vendor discrepancies and questions regarding these integrations and shall contact MCCCD for escalated assistance to resolve them.

e. All 2026 vendors are listed in the chart below:

3.3.3 Eligibility.

3.3.3.1 Contractor to administrate the following benefit eligibility groups, which will be passed in the weekly Census file in the Benefit_Eligibility_Group_Code field:

a. BAS: Not full-time benefit-eligible (current count: 6361).

b. CEC: Executives with H&W benefits over twenty-six (26) pay periods

(current count: 18).

c. FT1: Full-time benefit-eligible employee with H&W benefits over twenty-six (26) pay periods (current count: 4219).

d. FT9: Full-time benefit-eligible employee with H&W benefits over eighteen

(18) pay periods (current count: 467)

e. Retired CEC: Retired Executives (in Census file as CEC, with an additional indicator of ‘Q’ in the CD_Information_Value_1 field (current count: 25).

f. Chancellor: Permanent Chancellor (in Census file as CEC, and has a position number of '10000000' in the Position_Code field (current count:

1).

3.3.3.2 Contractor to determine eligibility for the benefit eligibility group of ACA.

These are employees in the ‘BAS’ benefit eligibility group who are measured as full-time (defined below under Events).

3.3.3.3 Pooled Employees: These are employees who are both eligible to enroll in one

(1) of the MCCCD medical plans, but they are also enrolled as a dependent of another employee.

3.3.3.4 All 2026 plans and options are defined by eligibility group and 2026 enrollment counts in the attached Exhibit 1 - 2026 Plans and Options with 2026

Enrollment Counts worksheet. The Contractor shall administer all of the options and eligibility requirements defined in this worksheet.

3.3.3.5 Spouses, domestic partners (both same and opposite gender), and/or children under the age of twenty-six (26) are considered eligible dependents.

a. Children shall include natural children, legally adopted children, stepchildren, children placed for adoption, children under legal guardianship substantiated by a court order and living with the employee, and children who are entitled to coverage under a medical support order.

b. A dependent, unmarried child over the limiting age may continue to be eligible as a dependent if the child is incapable of self-sustaining employment due to mental or physical disability, and is chiefly dependent upon the employee for support and maintenance.

c. Dependents should be verified with the required documentation before coverage becomes effective. The coverage should be pended until the validation is completed.

d. Notifications should be co-branded with some level of customization available, and any documents mailed should have MCCCD as the return address with the MCCCD logo.

i. Initial notices for validation shall be sent electronically and mailed.

ii. Reminder notices shall be sent electronically and mailed.

iii. Resubmit notices shall be sent electronically and mailed.

iv. Determination (approve/partial approve/fail) notices shall be sent electronically and mailed.

e. Benefits Areas to Audit

i. Medical

ii. Dental

iii. Vision

iv. Accident

v. Critical Illness

f. Employees must submit applicable verification documentation within thirty (30) days of the event's initiation of the enrollment election. If no documentation is submitted, the audit shall default to a fail and remove the pended election for adding or removing coverage.

3.3.3.6 Upon receipt of a qualified medical child support order at any time, proof of insurability will not be required.

3.3.3.7 Dependents over three (3) months of age require a dependent social security number or tax identification number to be added to their record.

3.3.4 Events.

3.3.4.1 HR (Census file or ACA measurement) Initiated

a. New Hire or Rehire

i. Trigger: (Separated to Active or Active with No Prior History) and

Benefit Eligibility Group in ‘CEC’, Chancellor, ‘FT1’, or ‘FT9’

ii. Event Date: Hire_Date field in the Census file

iii. Enrollment Period: Opens on the Event Date or the date the employee is sent the Notice of Enrollment opening, whichever is later, and closes

30 days after opening.

iv. Notifications to be delivered electronically to the employee’s email address:

• The enrollment window is open notice should be delivered on the date the enrollment window opens.

• Reminder notices are sent at the following intervals for employees who have not yet confirmed: Day 20 and Day 29.

v. Benefits Begin: The first of the month following their Event Date, plus twenty-nine (29) days for a total of thirty (30) days. EAP is the only exception, as it becomes effective immediately. Examples:

• New Hire hired on January 2 has a benefit eligibility start date of

February 1.

• New Hire hired on February 1 has a benefit eligibility start date of

April 1.

• New Hire hired on April 2 has a benefit eligibility start date of June

1.

vi. MCCCD does not have reinstatement rules for employees who return within a specified period.

b. Newly Eligible

i. Trigger: Prior Benefit Eligibility Group Is Equal to BAS and Benefit

Eligibility Group in CEC, Chancellor, FT1, or FT9 and ACA Full Time

Eligible is not Equal To YES

ii. Event Date: Benefit_Eligility_Group_Start_Date in the Census File

iii. Enrollment Period: Opens on the Event Date or the date the employee is sent the Notice of Enrollment opening, whichever is later, and closes thirty (30) days after opening.

iv. Notifications to be delivered electronically to the employee’s email address:

• The enrollment window is open notice shall be delivered on the date the enrollment window opens.

• Reminder notices are sent at the following intervals for employees who have not yet confirmed: Day twenty (20) and Day twenty-nine

(29).

v. Benefits Begin: The first of the month following their Event Date, plus twenty-nine (29) days for a total of thirty (30) days. EAP is the only exception, as it becomes effective immediately. Examples:

vi. EE transferred from a part-time to a full-time position on January 2 has a benefit eligibility start date of February 1.

vii. EE transferred from a part-time to a full-time position on February 1 has a benefit eligibility start date of April 1.

viii. EE transferred from a part-time to a full-time position on April 2 has a benefit eligibility start date of June 1.

c. ACA Gain Event

i. Triggers:

• Measures Full Time

1. Initial Measurement Period: MCCCD uses an 11-month initial measurement period for newly-eligible employees. The

Stability period starts on the first of the thirteenth (13th) month following the employee’s initial measurement period start date. Example: Initial Measurement Period is 4/1/23-

2/29/24 and Stability Period is 5/1/24-4/30/25.

2. Standard (Ongoing) Measurement Period: MCCCD uses a 12-month standard measurement period that starts on October

3rd of each year and ends on October 2nd of the following year for all continuing employees. The Standard Stability period begins on the first day of January of each year for the most recent related measurement period for continuing employees.

• ‘BAS’ rehire within twenty-six (26) weeks (182 days) are eligible on the first of the month following the rehire date if they measured full-time in their most recent measurement period.

• Full-time (CEC, Chancellor, FT1, FT9) to Part-time (BAS) transfers are eligible on the first of the month following the transfer if they were measured full-time in their most recent measurement period.

1. Note: This situation does not present a break in coverage.

d. Event Date: Defined in trigger description

e. Enrollment Period: Opens on the Event Date or the date the employee is sent the Notice of Enrollment opening, whichever is later, and closes fourteen (14) days after opening.

f. Notifications shall be delivered electronically to the employee’s email address:

i. The enrollment window is open notice shall be delivered on the date the enrollment window opens.

ii. Reminder notices are sent on Day seven (7) and Day thirteen (13) to employees who have not yet confirmed their elections.

g. Benefits Begin: Defined in trigger description

h. Return from Leave of Absence Without Benefits

i. Trigger: In an eligible group and the Leave_of_Absence_Code is ‘RFL’, and the Leave_of_Absence_Code was previously ‘LOA’

ii. Event Date: Leave_End_Date

iii. Enrollment Period: If they return within the same plan year, no enrollment period. If they return in a new plan year, they shall have an enrollment window that opens on the Event Date or the date the employee is sent the Notice of Enrollment opening, whichever is later, and closes thirty (30) days after opening.

iv. Notifications to be delivered electronically to the employee’s email address:

• If returning in the new year, the enrollment window is open notice should be delivered on the date the enrollment window opens.

• If returning in the new year, reminder notices shall be sent at the following intervals for employees who have not yet confirmed:

Day twenty (20) and Day twenty-nine (29).

• If returning in the current year, a reinstatement notice should be delivered.

v. Benefits Begin: The first of the month following their return.

i. Retired CEC Event

i. Trigger: Retired Executives (in Census file as CEC), with an additional indicator of ‘Q’ in the CD_Information_Value_1 field and a retirement date.

• Note: In addition to a CEC moving from Active to Retired with this indicator, it is also possible for a CEC employee to move from

Terminated/Retired to Retired with this indicator.

ii. Event Date: Termination/retirement date

iii. Enrollment Period: Not Applicable – they would automatically get enrolled in the Executive Retirement Life Insurance plan.

iv. Notification: Not Applicable

v. Benefits Begin: On the first of the month following separation.

j. Termination or Retirement Event

i. Trigger: Termination or Retirement Date

ii. Benefits End: At the end of the month in which the event date falls, for all benefits except FSA. FSA ends on the termination date. Examples:

• Employee terminates on January 31, then all benefits will terminate on January 31, meaning the last date active benefits can be used is on January 31.

• Employee terminates on March 5, FSA will end on March 5, and all other benefits will end on March 31, meaning the last date active benefits can be used is on March 5 for FSA and March 31 for all other benefits.

iii. Notification: Not applicable for the specific event. However, terminations and retirements may trigger a COBRA qualifying event and notice or a Port notice from the carrier, depending on active coverage in place for the employee and their dependents.

k. Death Event

i. Trigger: Date of Death

ii. Benefits End: For the employee, the date of death will be the last date active benefits can be used. For the employee’s dependents, benefits end at the end of the month in which the event occurs, except for FSA.

FSA ends on the termination date. Examples:

• Employee dies on January 31, then all benefits will terminate on

January 31, meaning the last date active benefits can be used is on

January 31.

• Employee dies on March 5, FSA will end on March 5 for all, and all other benefits will end on March 5 for the employee and March 31 for the employee’s dependents for all other benefits.

iii. Notification: Not applicable for the specific event. However, an employee's death may trigger a COBRA qualifying event and notice or a Port notice from the carrier, depending on active coverage in place for the employee’s dependents.

l. Leave of Absence Without Benefits Event

i. Trigger: Leave_of_Absence_Code is Equal to ‘LOA’

ii. Event Date: Leave_Start_Date

iii. Benefits End: At the end of the month of the event date for all benefits except FSA. FSA ends on the event date.

iv. Notification: Not applicable for the specific event. However, this event may trigger a COBRA qualifying event and notice or a Port notice from the carrier, depending on active coverage in place for the employee and their dependents.

m. Transfer to Part-Time (not benefits eligible).

i. Trigger: Prior Benefit Eligibility Group Is in CEC, Chancellor, FT1, or FT9

AND Benefit Eligibility Group is Equal to BAS and ACA Full Time Eligible

Is not Equal To YES

ii. Event Date: Benefit_Eligility_Group_Start_Date in the Census File

iii. Benefits End: At the end of the month of the event date for all benefits except FSA. FSA ends on the event date.

iv. Notification: Not applicable for the specific event. However, this event may trigger a COBRA qualifying event and notice or a Port notice from the carrier, depending on active coverage in place for the employee and their dependents.

n. Retired CEC Ends Executive Life Benefit: Retired CEC coverage ends when the employee is no longer classified as a Retired CEC at the end of the month in which the event occurs.

o. Address Change.

i. Trigger: Employee residential address changes, and the new zip code is not in the coverage area defined for the plan.

• Note: MCCCD does not currently have plans with a resident address requirement, but it is being explored as an option for the future.

ii. Event Date: Date the address change is received by Contractor.

iii. Benefits End (for the ineligible plan): At the end of the month of the event date.

iv. Enrollment Period: Opens on the Event Date or the date the employee is sent the Notice of Enrollment opening, whichever is later, and closes thirty (30) days after opening, with a default to move the employee to the same coverage tier in the nationwide plan.

• Note: the only benefits eligible for election shall be within that plan family. For example, if an employee loses coverage under a medical plan, only the remaining medical plans for which the employee remains eligible shall be offered.

v. Notifications to be delivered electronically to the employee’s email address:

• The enrollment window is open notice should be delivered on the date the enrollment window opens.

• Reminder notices are sent at the following intervals for employees who have not yet confirmed: Day twenty (20) and Day twenty-nine

(29).

vi. Benefits Begin (for the eligible plan): First of the month following the event date

p. Compensation Change

i. Trigger: Change in Annual Compensation

ii. Event Date: Date Change Received

iii. Premium and/or Coverage Change Effective Date: Date Change

Received

iv. This applies to Company Provided Short Term Disability and

Supplemental AD&D (see Coverage Limits below).

3.3.4.2 Temporal Events.

a. Dependent Age Out: A child who turns twenty-six (26) years of age should have benefits triggered to terminate at the end of the month in which the child turns twenty-six (26), unless the child has been indicated as a disabled dependent.

i. Notification: Electronic notice to the employee’s email address thirty

(30) days in advance of the event. This event may trigger a COBRA qualifying…