7-RFP26-71 Employee Benefits Consulting Services FINAL.pdf

REQUEST FOR PROPOSALS (RFP)

Incorporated County of Los Alamos Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

RFP26-71 Employee Benefits Consulting Services

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NOTIFICATION REGARDING SUBMISSION PROCESS AND REGISTRATION INSTRUCTIONS

The Incorporated County of Los Alamos (“County”) has recently implemented a new on-line eProcurement portal. This new platform, Euna Procurement powered by Bonfire, provides the County’s electronic Bid and Proposal process (“County’s Procurement Portal”). It is where the County will post solicitation opportunities, including Invitation for Bids (IFB), Request for Proposals (RFP), Request for Qualifications (RFQ) and Request for Information/Interest (RFI). The County’s Procurement Portal will streamline the County’s Bid process for Bid or Proposal submission, acceptance, evaluation, and award. For vendors, the County’s Procurement Portal will enhance communication, allow for fast and accurate Bids and Proposals, and provide automatic notification about projects.

Registered vendors will view and submit Bids and Proposals electronically. The past practice of submitting electronic Bids and Proposals by email or submitting paper Bids and Proposals is being phased out. If you are seeing this notification in a solicitation document, submissions will be accepted ONLY electronically through the County’s Procurement Portal for this solicitation. It is every Offeror’s responsibility to read, understand, and submit Bids and Proposals in accordance with the instructions provided in and specific to each solicitation document.

Requested Action: Please register as a vendor on the County’s Procurement Portal by visiting https://losalamosnm.bonfirehub.com and click on “Register”. Registration is free and only takes a few minutes. Please be sure to select the applicable NIGP: The Institute for Public Procurement (“NIGP”) Commodity Codes for your business when you are prompted so that you can receive notification of recommended opportunities when they are sent out by the County to the NIGP Commodity Codes you have selected.

Already Have a Bonfire Vendor Account? If you already have a Bonfire vendor account and are already registered for another agency’s portal, you will still need to visit the County’s Procurement Portal at https://losalamosnm.bonfirehub.com and click on “Log In” to provide County-requested information, view open opportunities, receive opportunity notifications, and submit Bids and Proposals through the County’s Procurement Portal. You will be able to manage the multiple agencies with whom you do business through the button labelled “My Supplier Hub” in your Bonfire account.

For Bonfire Support, visit the Vendor Help Center at https://vendorsupport.gobonfire.com where you can view support articles and videos and search FAQ’s on all aspects of Bonfire. For personal assistance, you can email Support.Bonfire@eunasolutions.com . Support is available Monday to Friday from 6:00 a.m. to 6:00 p.m. Mountain Time.

https://losalamosnm.bonfirehub.com/ mailto:Support.Bonfire@eunasolutions.com https://vendorsupport.gobonfire.com/ https://losalamosnm.bonfirehub.com/

RFP26-71 Employee Benefits Consulting Services

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NEEDS STATEMENT

The Incorporated County of Los Alamos (“County”) is seeking proposals from qualified and experienced Offerors to provide comprehensive Employee Benefits Consulting Services to support the effective management, administration, and strategic oversight of the County’s employee benefit programs. The County requires an independent and knowledgeable benefits consultant to provide objective analysis, strategic guidance, financial and Plan performance analysis, regulatory and compliance support, vendor and carrier oversight, and other professional services necessary to evaluate Plan competitiveness, cost-effectiveness, design, administration, and overall performance. The selected Offeror shall provide timely, professional, reliable, and cost-effective services that meet the County’s requirements and support informed decision-making regarding Plan design, funding, administration, cost management, compliance, and long-term benefits strategy, while identifying opportunities to improve Plan performance, operational efficiency, and value for the County and its employees.

SOLICITATION INFORMATION

Solicitation No. RFP26-71

Solicitation Title Employee Benefits Consulting Services

Single-step or Multi-step Single-step

Requesting Dept. Human Resources and Risk

SOLICITATION SCHEDULE

Advertised September 17, 2026

Pre-Proposal Conference A pre-Proposal conference is not scheduled for this solicitation.

Question Submission Deadline

October 8, 2026, 5:00p.m. Mountain Daylight Time (MDT)

Responses to Questions Issued by County

October 12, 2026, 5:00p.m. Mountain Daylight Time (MDT)

County reserves the right to issue responses at any time prior to this date.

Proposal Due Date and Closing

October 15, 2026, 2:00p.m. Mountain Daylight Time (MDT)

Late responses will not be considered

CONTACT INFORMATION

Procurement Contact Name Jeff Engelhardt

Title Management Analyst

E-Mail jeff.engelhardt@losalamosnm.gov

Phone No. 505.662.8056

ESTIMATED PROCESS SCHEDULE AFTER CLOSING

The estimated dates of the solicitation process after closing are tentatively planned as follows, are provided here for informational purposes only, and at County’s discretion, may be subject to change without prior notification. Discussions may be conducted with responsible offerors who submit Proposals determined to be reasonably likely to be selected for award for the purpose of clarification to ensure full understanding and conformation with the solicitation requirements for the purpose of obtaining best and final offers.

Proposal Evaluation October 16, 2026 – October 30, 2026

Contract Drafting, Legal Review, and Negotiations

November 2, 2026 – November 20, 2026

County Council Approval December 8, 2026 Required for contracts >$300,000.00

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Estimated Contract Award December 9, 2026

1. ELECTRONIC SUBMISSIONS

A full copy of the solicitation and all associated documents can be found on the County’s Procurement Portal at https://losalamosnm.bonfirehub.com/. Only Proposals submitted through the County’s Procurement Portal by the Proposal Due Date stated herein, or as may be modified by addendum, will be considered. Late responses will not be considered. To register to view and download solicitation documents and submit a Proposal through the County’s Procurement Portal, follow the instructions on page 1 of this solicitation.

2. ADDITIONAL DOCUMENTS AND INFORMATION INCLUDED AS A PART OF THIS RFP

Additional documents are referenced in this RFP, which may include, but are not limited to, exhibits, attachments, links to documents online, and documents that are provided through the County’s Procurement Portal. Any such documents are considered to be a part hereof and constitute, along with this solicitation document and any addenda, the complete solicitation package. Documents required to be submitted as a component of Offeror’s Proposal will be noted as such in each individual solicitation posted on the County’s Procurement Portal, and Offerors will be unable to submit their Proposals through the County’s Procurement Portal until all required documents and information have been uploaded or provided by Offerors.

Please also reference “Proposal Format and Response Components” below.

3. GRANT RELATED INFORMATION

It is not anticipated that this project will be funded by a grant; no additional grant-related information provided.

4. QUESTIONS

Any questions must be received in writing at least five (5) business days prior to the submission due date, unless otherwise stated herein or in an addendum. Questions must be submitted through the County’s Procurement Portal. Please follow the instructions on page one (1) of this document to register for the County’s Procurement Portal to submit written questions. Offerors who submit questions via e-mail or by phone shall be redirected to submit written questions through the County’s Procurement Portal.

Offerors must submit in writing through the County’s Procurement Portal, as stated herein, any questions or requested clarification necessary for Offeror to provide a complete response with all Proposal response components and pricing included. Offerors are asked to refrain from including in Proposals statements such as “more information available upon request,” “pricing to be determined,” or other similar statements. Such statements and failure of Offeror to seek clarification needed for Offeror to provide the requested information may result in an Offeror being found non-responsive or non-responsible. This in no way may be construed to conflict with County’s right to hold interviews and discussions for clarification with Offerors, as further described herein.

5. PRE-PROPOSAL CONFERENCE

A pre-Proposal conference is not scheduled for this solicitation.

6. MULTI-STEP PROCESS

This is a single-step RFP; multi-step process information does not apply.

https://losalamosnm.bonfirehub.com/

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7. DEMONSTRATION INFORMATION

Demonstrations are not planned for this RFP.

8. GENERAL INFORMATION

8.1.About Los Alamos County. The Incorporated County of Los Alamos is situated at the foot of the Jemez Mountains on the Pajarito Plateau with an elevation ranging from 6,200 feet to 9,200 feet.

Los Alamos is an incorporated county, established under a special provision of the State constitution, giving it both county and municipal authority and powers. Two distinct communities, Los Alamos Town site and White Rock, each with its own visitor center, are home to ~19,000 people. Los Alamos is mostly known for the historic accomplishments of its largest employer, Los Alamos National Laboratory, and continues to gain notice for its vast scenic assets and recreational opportunities. Visit the Los Alamos County website (www.losalamosnm.us) and the tourism website (www.visitlosalamos.org) for more information.

8.2.Unless otherwise defined, the following terms may be used interchangeably throughout this RFP:

“Offeror,” “Contractor,” and “Vendor” “Proposal,” “Response,” and “Submittal” “Software,” “Solution,” and “System” “Project” and “Services” “RFP” and “Solicitation”

8.3.The County invites Proposals from all qualified respondents. No Proposal may be withdrawn after the scheduled closing time. Proposals will not be accepted after the scheduled closing time.

Please make note of the submittal requirements outlined in this solicitation. Read and follow the instructions carefully. Include the required documents stated in this RFP as part of your submittal packet. Any misinterpretation or failure to comply with the submittal requirements could result in rejection of the Proposal. Proposal preparation is at the Offeror’s expense.

8.4.Any change(s) to the solicitation will be conveyed through the written addenda process. Read carefully and follow all instructions provided on any addendum, as well as the instructions provided in the original solicitation. Offerors are expected to acknowledge receipt of addenda by submitting signed copies of addenda with the submitted Proposal.

8.5.County reserves the right, at its sole discretion, to accept or reject any Proposals; to waive any and all irregularities in any or all statements or Proposals; to request additional information from any or all respondents; and to award a contract to the responsible Offeror whose Proposal is most beneficial to County. While County intends to execute a contract for the services listed herein, nothing in this document shall be interpreted as binding County to enter into a contract with any Offeror.

8.6.Proposals are Public Records. Pursuant to the New Mexico Inspection of Public Records Act, NMSA 1978, Chapter 14, Article 2, all materials submitted under this RFP shall be presumed and considered public records. Except to the extent any information may be protected by state or federal law, Proposals shall be considered public documents and available for review and copying by the public. County declines to sign any non-disclosure agreements or confidentiality agreements submitted by potential Offerors. If an Offeror fails to submit information requested in the RFP that Offeror considers to be confidential, the County reserves the right to find any Offeror’s Proposal non-responsive or non-responsible based on the information provided in or excluded from Offeror’s response.

8.7.The County contemplates a multi-term contract as a result of this RFP. The term of the contract may be for a period of up to seven (7) years. This is the written determination of the Chief Purchasing Officer that such a contract will serve the best interests of the County by promoting

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8.8.Offerors are notified that they must propose pricing for each potential year of the contract. County may consider but is under no obligation to accept proposed cost escalators (e.g., a proposed specific dollar amount) or a cost escalator mechanism (e.g., an annual percentage escalator or use of a Consumer Price Index or Producer Price Index) for future years of an agreement. Pursuant to County Ordinance, the use of a cost-plus-a-percentage-of-cost contract is prohibited.

8.9.Offerors are informed that State law requires that all foreign corporations (NMSA 1978 §53-17-5) and limited liability corporations (NMSA 1978 §53-19-48) procure a certificate of authority to transact business in the state prior to transacting business in the State of New Mexico.

8.10.The Chief Purchasing Officer has determined a preference is applicable to this solicitation. Offerors must submit a written request for preference, using the Request for Preference form provided through the County’s Procurement Portal, with a copy of the applicable state-issued preference certificate, with its Proposal to qualify for preference. Ref. County Code Section. 31-261(b) and Section13-1-21 NMSA 1978 et al.

8.11.Successful Offeror will be required to sign a Business Associate Agreement, provided as Exhibit A, attached, pursuant to the final regulations promulgated to the Administrative Simplification Subtitle of the Health Insurance Portability and Accountability Act of 1996 including all pertinent regulations issued by the U.S. Department of Health and Human Services as outlined in 45 C.F.R. Parts 160, 162 and 164;(“HIPAA Privacy Rules and/or Security Standards”).

9. PROPOSAL REVIEW AND EVALUATION

Proposals shall be handled so as to prevent disclosure of the identity of any Offeror or the contents of any Proposal to competing Offerors during the process of negotiation.

After the RFP has closed, Procurement Division staff prepares a register of Proposals containing the name of each Offeror, the number of modifications received, if any, and a description sufficient to identify the item offered. The register of Proposals is open to public inspection only after contract award.

Procurement Division staff releases Proposals to the Evaluation Committee. The Evaluation Committee reviews and evaluates the submittals. If interviews are conducted, they may only be for the purpose of clarification and may be used for adjusting the final score. Discussions may be conducted with responsible offerors who submit Proposals determined to be reasonably likely to be selected for award for the purpose of clarification to ensure full understanding and conformation with solicitation requirements for the purpose of obtaining best and final offers. For proposals that qualify for Preference, as described in the Request for Preference form provided through the County’s Procurement Portal, preference factors will be applied as applicable in accordance with the most current County Code Section 31-261(b) and NMSA 1978 Section 13-1-21 et al., as may be modified from time to time.

The Evaluation Committee Chairperson provides final evaluation results to the Procurement Division.

Award shall be made to the responsible Offeror whose Proposal is determined in writing by the Evaluation Committee to be the most advantageous to the County, taking into consideration the evaluation criteria set forth in the solicitation.

10. AWARD OF SOLICITATION

Following award of the solicitation, the successful Offeror will be required to execute a contract with County in accordance with the terms and conditions set forth in the Sample Agreement, which is provided through the County’s Procurement Portal. Offerors must identify any exception or other requirements, if any, to the terms and provisions in the Services Agreement, along with proposed alternative language addressing the exception. County, as a governmental entity, is subject to certain laws and prohibitions and may, but is not required to, negotiate changes in contract terms and

Template Version: 20250321 provisions, but will not agree to language that is in violation of the law. The Agreement as finally agreed upon must be in form and content acceptable to County.

11. OBLIGATIONS OF FEDERAL CONTRACTORS AND SUBCONTRACTORS; CONTRACT

CLAUSES

Federal Contractors and Subcontractors shall abide by applicable state and federal requirements, which may include but are not limited to all the provisions set forth in 29 CFR Part 471, Appendix A to Subpart A, and may be required to be included or incorporated by reference into the Agreement.

12. ILLEGAL ACTS

The County Procurement Code, Article 9, imposes remedies and penalties for violation of the County Code. In addition, New Mexico criminal statutes impose felony penalties for illegal bribes, gratuities, and kickbacks.

13. CERTIFICATION FORM REGARDING DEBARMENT, SUSPENSION, AND OTHER

RESPONSIBILITY MATTERS

Offerors are requested to complete the Certification Regarding Debarment, Suspension, and Other Responsibility Matters Form, provided through the County’s Procurement Portal, and submit with the Proposal. If this completed document is not included with the Proposal, it must be provided prior to the evaluations of the received Proposals, otherwise the Offeror’s Proposal will not be considered. This Form serves as a warrant of the Offeror’s responsibility and may not necessarily preclude the Offeror from consideration for award.

14. CAMPAIGN CONTRIBUTION DISCLOSURE FORM

A Campaign Contribution Disclosure Form is provided through the County’s Procurement Portal.

Offerors are requested to complete and submit with the Proposal. If the Form is not submitted with the Proposal, upon award, Contractor must submit this form prior to County’s obligation to pay for the services.

15. VERIFICATION OF AUTHORIZED OFFEROR

A Verification of Authorized Offeror Form is provided through the County’s Procurement Portal. Offerors are requested to complete and submit with the Proposal. This Form provides County with the name and information of the authorized Officer who can obligate the selected firm in providing the services to the County.

16. BACKGROUND INFORMATION RELATED TO THE SCOPE OF WORK OR SERVICES

The County is a governmental entity with a diverse workforce comprised of public safety personnel, including fire and police personnel; utilities engineers; road maintenance personnel; managerial and administrative staff; and other employees. The County currently provides a comprehensive employee benefits program that includes medical, prescription drug, dental, vision, term life insurance, accidental death and dismemberment (AD&D) insurance, long-term disability, and flexible spending account benefits (collectively, the “Plan” or “Plans”).

The County maintains a self-funded arrangement for its medical and prescription drug programs, which have been self-funded since January 1, 2014, as well as for its dental plan, which has been operated on a self-funded basis since January 1, 2005. All other benefit programs are provided on a fully insured basis.

Claims administration services for the County’s medical and prescription drug programs are currently provided by Blue Cross and Blue Shield of New Mexico, which also provides individual stop loss (“ISL”)

Template Version: 20250321 and aggregate stop loss (“ASL”) coverage. Dental benefits are currently administered through Delta Dental of New Mexico. Vision coverage is provided through Vision Service Plan. Long-term disability coverage is provided by UNUM, and life insurance coverage is administered by Dearborn National.

Health and Dependent Care Flexible Spending Accounts (“FSAs”) are administered through BPAS.

The County currently has approximately 700 active employees who are eligible to participate in the Plans. The Plan year is January 1 through December 31.

The anticipated effective date of the Benefits Consulting Services Contract resulting from this solicitation is January 1, 2027.

Eligibility Provisions

Eligibility for benefits is limited to active regular and limited-term employees working 20 or more hours per week, including full-time, three-quarter-time, half-time, and limited-term employees. Eligible dependents include legally recognized spouses under New Mexico law and dependent children from birth up to age 26. Coverage for eligible employees and dependents becomes effective on the first day of the month following the date of hire.

Employer Contributions

The County contributes toward employee benefit premiums as follows:

80% of medical, dental, vision, basic life, basic dependent life, and basic accidental death and dismemberment (AD&D) premiums for regular full-time employees 60% of medical, dental, vision, basic life, basic dependent life, and basic AD&D premiums for regular three-quarter-time employees 40% of medical, dental, vision, basic life, and basic AD&D premiums for regular half-time employees 50% of long-term disability premiums for all eligible employees Supplemental employee, spouse, and dependent life insurances are paid for solely by the employee.

Solicitation of Offerors

The County is seeking qualified offerors capable of providing a high level of expertise in public sector employee benefit plan development and analysis, funding and claims evaluation, and compliance with applicable state and federal regulations.

The County requires a Benefits Consulting Services Consultant that is independent and not affiliated with any insurance carrier, third-party administrator, or provider network. The offeror must demonstrate experience delivering benefits consulting services within the public sector for employers with a workforce of at least 500 employees.

17. SCOPE OF WORK OR SERVICES (“SCOPE”)

The successful Offeror (“Consultant”) shall provide comprehensive employee benefits consulting, advisory, analytical, and technical services to support the County’s administration, management, evaluation, and strategic planning of its employee benefit programs (collectively, the “Plans”). The Consultant shall serve as a professional advisor to the County, its Human Resources Department, Health Insurance Committee, Plan Sponsor, and County management, as applicable.

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The services described below represent the minimum required scope of services. The County may request additional services that are reasonably related to the administration, financing, design, compliance, procurement, or strategic management of the Plans.

The Consultant shall provide services in a timely, professional, objective, and independent manner and shall make recommendations based on the County’s financial objectives, workforce needs, Plan performance, applicable laws and regulations, and generally accepted practices in employee benefits consulting.

17.1 Strategic Benefits Consulting and Plan Design. The Consultant shall provide strategic advice and analysis concerning the County’s overall employee benefits program and shall:

17.1.1 Assist the County, as requested, in developing, refining, and evaluating its overall philosophy, objectives, and strategy for employee benefit programs.

17.1.2 Conduct an annual comprehensive review of the County’s benefit programs to assess

Plan effectiveness, administrative burden, operational efficiency, and opportunities for process, program, or service improvements.

17.1.3 Conduct an annual review of all Plan designs and associated documentation, including service agreements, administrative agreements, policies and procedures, summary plan descriptions, benefit summaries, and participant communications, to assess accuracy, consistency, clarity, and compliance with applicable federal and state requirements.

17.1.4 Review Plan designs annually to assess alignment with the County’s financial objectives, workforce needs, and overall benefits strategy.

17.1.5 Analyze Plan utilization patterns over a one- to three-year period, at least annually, to identify trends and opportunities for benefit design improvements, cost management, and targeted participant communications.

17.1.6 Evaluate managed care programs on an annual or as-requested basis and provide recommendations regarding program design, effectiveness, implementation, or enhancement.

17.1.7 Evaluate wellness programs on an annual or as-requested basis and provide recommendations regarding program effectiveness, participation, design, implementation, or enhancement.

17.1.8 Evaluate the comparative advantages, disadvantages, risks, and financial implications of fully insured and alternative funding arrangements on an annual or as-requested basis.

17.1.9 Provide ongoing consultation to County staff, as requested, regarding Plan operations, claims, reserves, insurance carrier performance, Plan development, Plan design, and overall Plan performance.

17.2 Financial Analysis, Funding, and Cost Management. The Consultant shall provide financial and actuarial-type analysis, as applicable to the Consultant’s qualifications and services, to assist the County in managing Plan costs and funding requirements. Services shall include:

17.2.1 Reviewing and analyzing claims administrator financial and claims reports on a quarterly, annual, or as-requested basis to identify cost drivers, utilization patterns, emerging trends, and other factors affecting Plan performance over the preceding twelve (12) to twenty-four (24) months.

17.2.2 Reviewing and analyzing annual renewal proposals submitted by insurance carriers and other applicable vendors to identify cost trends, financial impacts, and opportunities for cost containment, savings, or improved value.

17.2.3 Assisting the County, as requested, in negotiating with insurance carriers and other applicable vendors to obtain renewal rates, terms, and conditions that are in the best financial and operational interests of the County.

17.2.4 Analyzing retrospective and prospective costs of the various Plans on an annual or as-requested basis.

17.2.5 Comparing active covered employee data with projected employment levels and salary trends to develop and/or evaluate funding rates, premium levels, reserve requirements, and cost projections for both self-funded and fully insured Plans on an annual, quarterly, or as-requested basis.

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17.2.6 Evaluating reserve positions for the County’s self-funded Plans on an annual basis and providing recommendations regarding appropriate reserve levels.

17.2.7 Identifying and communicating, on a quarterly and as-needed basis, economic, market, industry, utilization, and other trends that may affect Plan costs, funding requirements, premiums, reserves, or long-term financial performance.

17.2.8 Evaluating the effectiveness of insurance carriers and other applicable vendors in managing claims costs on an annual basis and providing recommendations for improvement, as appropriate.

17.3 Carrier, Vendor, and Pharmacy Benefit Management. The Consultant shall provide independent analysis and advisory services regarding the performance of the County’s insurance carriers, pharmacy benefit manager (“PBM”), and other benefits vendors, including:

17.3.1 Evaluating PBM performance on an annual or as-requested basis, including, as applicable, claims costs, utilization, pricing, rebates, administrative fees, contractual performance, and other material financial or operational considerations.

17.3.2 Evaluating the performance of insurance carriers and other benefits vendors with respect to claims administration, customer service, cost management, contractual obligations, administrative performance, and overall Plan objectives.

17.3.3 Assisting, as requested, with communications and coordination between the County and insurance carriers, the PBM, and other benefits vendors.

17.3.4 Assisting, as requested, in identifying, evaluating, and resolving insurance carrier, PBM, and other vendor administrative, operational, and billing issues.

17.3.5 Providing technical support, as requested, regarding claims adjudication matters and assisting County staff in evaluating claims-related issues.

17.4 Compliance, Legislative, and Regulatory Services. The Consultant shall monitor developments affecting employee benefit programs and provide timely advice concerning their potential impact on the County. Services shall include:

17.4.1 Monitoring applicable federal and state legislative, regulatory, and administrative developments affecting employee benefit programs.

17.4.2 Providing recommendations regarding legislative and regulatory issues affecting the

County’s Plans as such issues arise.

17.4.3 Assisting the County in evaluating, responding to, and implementing changes resulting from legislative and regulatory developments, including modifications to or replacement of the Patient Protection and Affordable Care Act (“ACA”), as applicable.

17.4.4 Providing quarterly updates regarding material legislative and regulatory developments for presentation to the County’s Health Insurance Committee.

17.4.5 Providing technical bulletins at least quarterly and annually, prepared by the Consultant and/or qualified industry experts, addressing regulatory developments and emerging trends in employee benefits that may affect County planning, budgeting, Plan design, administration, or policy decisions.

17.4.6 Maintaining compliance with all applicable requirements governing the privacy, security, use, disclosure, transmission, and protection of protected health information and other Plan-related information, including applicable requirements of the Health Insurance Portability and Accountability Act (“HIPAA”), including Privacy, Security, and Electronic Data Interchange (“EDI”) standards.

17.5 Plan Administration and Human Resources Support. The Consultant shall provide technical and advisory support to the County’s Human Resources Department and shall:

17.5.1 Provide administrative support and advisory services, as requested, regarding Plan-related inquiries and administrative matters.

17.5.2 Assist, as needed, with implementation of benefit changes, including adjustments to premiums, Plan recordkeeping procedures, administrative processes, and amendments to master policy or Plan documents.

17.5.3 Assist, as requested, in identifying and resolving administrative matters involving County staff, Plan participants, insurance carriers, and other benefits vendors.

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17.5.4 Provide technical assistance and recommendations intended to improve the administration, efficiency, and delivery of the County’s employee benefit programs.

17.6 Communications and Employee Engagement. The Consultant shall assist the County in developing clear, accurate, and timely benefits-related communications and shall:

17.6.1 Assist, as requested, in drafting, reviewing, and refining participant communications, including notices regarding Plan or administrative changes and materials for inclusion in benefits-related publications.

17.6.2 Provide recommendations regarding participant communications based on Plan utilization, emerging trends, legislative or regulatory changes, and other factors affecting employee benefits.

17.6.3 Prepare and deliver presentations on regulatory, industry, financial, and Plan-specific topics to the County’s Health Insurance Committee and/or County management to support informed decision-making.

17.7 Health Insurance Committee and Plan Sponsor Support. The Consultant shall provide ongoing advisory and analytical support to the County’s Health Insurance Committee and Plan Sponsor.

17.7.1 The Consultant shall attend a minimum of four (4) Health Insurance Committee meetings annually and shall attend additional meetings as requested by the County.

17.7.2 The Consultant shall provide analysis and recommendations concerning proposed changes to Plan design, premium structures, eligibility provisions, funding arrangements, and other matters affecting the County’s employee benefit programs.

17.7.3 The Consultant shall provide presentations, analyses, recommendations, and supporting materials reasonably necessary to assist the Health Insurance Committee, Plan Sponsor, and County management in making informed benefits-related decisions.

17.8 Benefits Procurement and RFP Support. The Consultant shall assist the County with the procurement of employee benefit products and services and shall:

17.8.1 Assist in the development of Requests for Proposals (“RFPs”) related to the County’s employee benefit Plans, including, as requested, development of specifications, technical requirements, evaluation criteria, proposal evaluation tools, and other procurement-related materials.

17.8.2 Provide technical analysis and evaluation of proposals received in response to benefits-related RFPs, including comparative analysis, financial evaluation, identification of material differences among proposals, and recommendations regarding vendor selection.

17.8.3 Support the County during the procurement process, including responding to technical questions, participating in proposer meetings or presentations, and assisting with negotiations, as requested and permitted by applicable County procurement requirements.

17.8.4 The County anticipates issuing benefits-related RFPs on a staggered basis, approximately one (1) to two (2) per year; however, the timing and number of such procurements may vary based on the County’s needs.

17.9 Reporting, Deliverables, and Performance Standards. The Consultant shall provide timely, accurate, and professionally prepared reports and other deliverables necessary to support the County’s administration and oversight of the Plans.

17.9.1 The Consultant shall prepare and deliver quarterly and annual reports, in formats designated by the County and in hard-copy and/or electronic format, analyzing claims experience, benefits paid, contributions, administrative expenses, and total Plan costs.

17.9.2 Quarterly and annual reports shall include, as applicable, projections of future Plan income and expenses based on historical experience and anticipated financial, demographic, utilization, economic, and other relevant factors.

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17.9.3 The Consultant shall provide a sample quarterly and/or annual benefits report as part of its proposal demonstrating the proposed format, level of detail, analytical capabilities, and presentation of findings.

17.9.4 The Consultant shall provide quarterly regulatory updates in a format suitable for presentation to the County’s Health Insurance Committee.

17.9.5 The Consultant shall provide technical bulletins at least quarterly and annually addressing material regulatory developments and emerging trends in employee benefits. Samples of such bulletins shall be included in the Offeror’s proposal.

17.9.6 Reports, analyses, recommendations, and other deliverables shall be presented in a clear, concise, and professionally prepared format and shall identify material findings, trends, risks, recommendations, and potential impacts to the County, as appropriate.

17.9.7 Upon request, the Consultant shall meet with County representatives to review and explain reports, analyses, recommendations, and other deliverables.

17.10 Consultant Responsibilities and General Service Requirements

17.10.1 The Consultant shall designate a primary account representative and other appropriate personnel to serve as the County’s primary contacts for services provided under the resulting contract.

17.10.2 The Consultant shall provide personnel with qualifications, experience, and technical expertise appropriate to the services required under this Scope of Work.

17.10.3 The Consultant shall maintain sufficient staffing and resources to provide services in accordance with the requirements and service levels established by the County.

17.10.4 The Consultant shall provide objective and independent advice and shall disclose any actual, potential, or perceived conflicts of interest that may affect the Consultant’s ability to provide independent recommendations to the County.

17.10.5 The Consultant shall maintain the confidentiality and security of County and Plan-related information and shall comply with all applicable federal, state, and local laws, regulations, and County policies.

17.10.6 The Consultant shall maintain appropriate records and supporting documentation related to services performed under the resulting contract and shall make such documentation available to the County upon reasonable request, subject to applicable confidentiality and privacy requirements.

17.10.7 The Consultant shall promptly notify the County of material issues, risks, regulatory developments, Plan performance concerns, or other matters that may require County action or decision-making.

17.10.8 The Consultant shall provide additional professional, analytical, advisory, technical, or project-based services requested by the County when such services are reasonably related to the Plans and consistent with the general scope of this solicitation.

17.11 Additional Services

The County may request services not specifically identified above when such services are reasonably related to the administration, financing, design, compliance, procurement, communication, or strategic management of the County’s employee benefit programs.

Unless otherwise specified in the resulting contract, the Consultant shall advise the County in advance if a requested service is outside the Consultant’s proposed scope or would result in additional fees or expenses. No additional fees shall be incurred without prior written authorization from the County in accordance with applicable County procedures.

The Consultant shall not interpret this provision as authorizing a material expansion of the scope of the resulting contract or the performance of services unrelated to the subject matter of this solicitation.

18. PROPOSAL FORMAT AND RESPONSE COMPONENTS

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18.1. Offerors must submit a Proposal to the County in the format described herein, subject to Section 8.5, and through the County’s Procurement Portal. Information provided in the Proposal may be used in the contract between the successful Offeror and the County.

18.2. To facilitate the review process, unless otherwise stated herein, County’s preference, though not a requirement, is that Proposals be limited to fifty (50) pages, not including exhibits, attachments, or marketing materials; that Proposals are 8.5 x 11-inch format; and that general marketing materials should not exceed ten (10) pages.

18.3. Unless otherwise specified herein or on the County’s Procurement Portal, Proposal documents should be submitted in PDF format.

18.4. For uniformity in the Proposal review process, please sequence Proposals as shown below using the same header names as below. Additional information may be included by Offerors in attachments, provided that Proposals include and address, in the sequence requested, the elements requested in the Proposal Format and Scope.

18.5. Whenever describing Offeror’s ability to provide the services described in the Scope, reference the header for that section and restate the section to which Offeror is responding.

18.6. As determined acceptable by the evaluation committee, the successful Offeror will be selected to provide some or all of the services described herein, to meet the County’s needs. Offerors are expected to identify in their Proposals any modifications to the proposed Scope that may be deemed necessary or might aid in successfully delivering services

18.7. Proposal Response Components. Responses should include the following Proposal Response Components:

Sect

. No. Section Title Submission Information

(In addition to any other information requested herein.

Cover Sheet

(One page only)

1. Provide the full legal name of the Offeror who will execute the contract, and the name, phone number, and e-mail address of the primary person responsible for responding to questions and communication related to the RFP.

2. Reference the RFP number and name.

Cover Letter and

Executive Summary (One page only)

1. Include qualifications and a narrative description of the characteristics that set the Offeror apart such as unique examples of service or added value, and any recognition or endorsements received.

2. Provide a clear, concise overview of Offeror’s Proposal.

Qualifications and

Experience

1. Describe Offeror’s prior experience performing similar work, particularly providing examples from the last 3-5 years.

2. State qualifications of Offeror’s staff who might be assigned to provide services. List all applicable licenses and certifications for each individual. Describe training and ability to perform the required services.

4 Proposed Team

1. Identify the proposed team that will be assigned to the County if the Offeror is awarded the contract, including roles and responsibilities.

2. Provide a description of the experience and qualifications of each identified team member relevant to the scope of work.

Previous and Current

Client Information

1. The County reserves the right to contact some or all of the previous or current clients to verify any information provided and to request

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Sect

. No. Section Title Submission Information

(In addition to any other information requested herein.

that they provide additional information.

2. Using the Request for Client Information Form provided on the

County’s Procurement Portal, provide a minimum of 3 previous or current clients where similar services were performed in the last 3-5 years.

3. Previous or current client information should include company name, address, e-mail address, contact name, position, telephone number, the period during which services were provided and a description of the services provided and final outcome of Offeror’s engagement with the client.

Services, Tools and Satisfaction Surveys

1. Describe all services and tools offered by the organization, including examples, and specify which services and tools provide administrative support to the County’s Human Resources/Benefits team.

2. Describe all services and tools that support regulatory compliance for the County’s Human Resources/Benefits team, including examples.

3. Describe any customer satisfaction surveys conducted for clients, including frequency, percentage of clients surveyed, and any established performance standards for participant satisfaction.

7 Performance Guarantees

1. Provide details of any Performance Guarantees with financial penalties, if applicable.

8 Sample Reports 1. Provide examples of Reports per Section 17.31.

Sample Technical

Bulletins

1. Provide examples of Bulletins per Section 17.33

Applicable Industry

Standards, Laws, and Regulations

2. It is expected that Offerors have knowledge of and comply with all applicable industry standards, laws, and regulations.

3. Describe Offeror’s understanding and ability to comply with applicable industry standards, laws, and regulations.

4. Describe any required valid licenses, permits, trainings, and certifications Offeror possesses to perform the requested services.

5. Confirm that Offeror is properly authorized to conduct business in the State of New Mexico and briefly describe those authorizations (e.g., Offeror possesses a New Mexico Business License issued by the New Mexico Secretary of State).

Description of Services and Ability to Provide the

Scope of Work or Services

2. Use the headers from the Scope of Work in the response.

3. Summarize, in narrative form, Offeror’s understanding of the requested Services, and describe Offerors process, planning methodology, approach and ability to fulfill the Scope of Services and identify any modifications to the proposed Scope of Services that may be deemed necessary or may aid in successfully delivering the Services described.

4. Identify and describe any known constraints in fulfilling the Scope of Services as described.

5. Describe responsibilities of Offeror versus County for each item under Scope of Services.

6. Identify any deliverables.

7. Provide detailed information for any optional services not otherwise described in the Scope of Services, defined clearly as individual items, and provide a narrative to describe the optional services.

12 Cost Proposal

6. Provide total costs proposed for all possible years of an agreement using the instructions provided on the Cost Proposal Sheet available in the County’s Procurement Portal.

7. In accordance with County Code, the use of a cost-plus-a-

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Sect

. No. Section Title Submission Information

(In addition to any other information requested herein.

percentage-of-cost contract is prohibited.

Submission of County’s Standard Sample Service

Agreement with Deviations or Exceptions Noted or Statement of No Deviations or Exceptions.

1. Offeror must note in their response any deviations or exceptions, if any, to the County’s Standard Sample Services Agreement, provided on the County’s Procurement Portal. Provide the original language with the County’s standard terms and any suggested edits; or

2. Alternatively, state that Offeror has no deviations or exceptions.

3. Offerors should provide with their Proposal any of their own standard contractual terms or provisions the County will be asked to consider if Offeror is selected for award. This may include, but is not limited to, such things as a sample Master Services Agreement or Licensing Agreement and any additional governing documents referenced within those sample standard agreements. Offerors should note if their own standard contractual terms or provisions conflict with those provisions provided in the County’s Sample Services Agreement.

4. The County may consider, but is under no obligation to accept, any of Offeror’s contractual terms or provisions included in Offeror’s Proposal.

Additional Documents to Submit with Proposals

In addition to all other components requested herein, submitted Proposals should include, but may not be limited to the following. If a document is required, it will be noted as such in the County’s Procurement Portal, and Offerors will be unable to submit Proposals without all required documents.

1. Certification Regarding Debarment, Suspension, and other Responsibility Matters

2. Campaign Contribution Disclosure Form

3. Verification of Authorized Offeror

4. Request for Preference Form

5. Signed copies of any Addenda issued

6. Business Associate Agreement

19. EVALUATION CRITERIA

Responsible Offeror means a person who has been determined by the Chief Purchasing Officer or evaluating committee to have the capability in all respects to perform fully the contract requirements, and the integrity and reliability which will assure good faith performance.

Responsive Offeror means a person who has submitted an offer that conforms in all material respects to the requirements set forth in the RFP.

Criteria Weighted Points

Qualifications, Experience, and Relevant Experience Providing Similar Services

Identification and Description of Experience and Qualifications of Proposed Team Members

3 Previous and Current Client Information 10

4 Services, Tools and Satisfaction Surveys 5

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5 Performance Guarantees 5

6 Sample Reports 5

7 Sample Technical Bulletins 5

Cost Proposal. Points to be divided between years one and seven:

Years 1-4 – 10 Points Year 5 – 10 Points Year 6 – 5 Points Year 7 – 5 Points

Total Score 100

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EXHIBIT A

Business Associate Agreement

BUSINESS ASSOCIATE AGREEMENT

This Agreement ("Agreement") is made and entered into on this 1st day of January 2027, by and between ___________________ ("Business Associate"), and INCORPORATED COUNTY OF LOS ALAMOS, an incorporated county of the State of New Mexico (“Covered Entity”).

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WHEREAS, Business Associate acknowledges that Covered Entity has in its possession data that contains individual identifiable health information as defined by Health Insurance Portability and Accountability Act of 1996, Pub. L. No. 104-191 ("HIPAA") and the regulations promulgated thereunder; and

WHEREAS, Business Associate and Covered Entity are parties to an agreement (the "Service Agreement"), pursuant to which the fulfillment of the Parties' obligations thereunder necessitates the exchange of, or access to, data including individual identifiable health information, NOW, THEREFORE, in consideration of the mutual promises and covenants hereinafter contained, the Parties agree as follows:

ARTICLE 1

DEFINITIONS

Terms used, but not otherwise defined, in this Agreement shall have the meanings set forth below.

1.1 “HHS” shall mean the U.S. Department of Health and Human Services.

1.2 "HHS Transaction Standard Regulation" means the Code of Federal Regulations ("CFR") at Title 45, Sections 160 and 162.

1.3 “Individual” means the subject of protected health information or, if deceased, his or her personal representative.

1.4 "Parties" shall mean the Covered Entity and Business Associate. (Covered Entity and Business Associate, individually, may be referred to as a "Party.")

1.5 “Privacy Rule” shall mean the Standards for Privacy of Individually Identifiable Health Information at 45 CFR Part 160 and Part 164, Subparts A and E.

1.6 “PHI” shall have the same meaning as the term “protected health information” found in 45 CFR §160.103, limited to the information…