Attachment_A_-_Benefits_Consultant_RFP.xlsx
XLSX spreadsheet 14 KB Posted
- Attached to
- Employee Benefits & Risk Management Consulting
- Solicitation number
- 26027-RFP-DST
- Issued by
- Florida
About this file
This is a scope of work document for an Employee Benefits and Risk Management Consulting Services contract solicitation issued by Hernando County Public Schools (HCPS) in Florida. The document outlines comprehensive consulting services spanning multiple functional areas including strategy, financial management, retiree actuarial services, renewal and marketing, implementation, ongoing service and account management, compliance and regulatory support, communications coordination, and wellbeing program support. Strategic services include annual strategic planning, benchmark design and cost analysis, quarterly cost containment tactics, and annual stewardship reports. Financial management services encompass monthly premium tracking and reporting, quarterly budget projections and variance monitoring, quarterly large claim probability modeling, and annual actuarial filings with the State of Florida. The scope further requires renewal and marketing support with annual pre-renewal projections, detailed marketing reports, and carrier performance evaluations, along with vendor relationship management including site visits and best-and-final negotiations as needed.
The consulting services require ongoing resource availability including subject matter experts in wellbeing, pharmacy, actuarial science, underwriting, medical services, ERISA compliance, absence and leave management, and elective benefits. Service delivery includes weekly coordination calls with HCPS and their benefits administrator, semi-annual scheduled vendor meetings, annual participation in Insurance Committee and Board meetings, and continuous compliance support for plan document reviews, non-discrimination testing, and regulatory updates. The contractor must provide communication materials development and review across multiple formats including enrollment guides, open enrollment materials, Spanish-language resources, and retiree materials. Wellbeing services include access to clinicians and health management consultants, annual strategy updates, program assessments, and vendor data review. The document allows proposers to identify any deviations from the specified scope of services by functional section.
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Text version
Sheet1
| Consulting Services | Frequency | Confirm included in Cost – Yes / No |
| Strategy | ||
| Strategic plan linking business objectives | Annually | |
| Benchmark design/costs | Annually | |
| Cost containment tactics | Quarterly | |
| Plan cost forecasting | Annually | |
| Executive/Board summary reports | As needed | |
| Annual stewardship report and service review | Annually | |
| Action plan and service schedule | Annually |
| Financial Management | |
| Provide monthly reporting tracking premiums with estimates compared to budget | Monthly |
| Develop budget projections | Quarterly (If necessary) |
| Monitor/communicate budget variances | Quarterly (If necessary) |
| Large claim probability modeling | Quarterly (If necessary) |
| Contribution modeling; Board and Employee Contributions | Annually (if necessary) |
| Alternate funding arrangement analysis (self-funding with 112.08 development) | Annually (if necessary) |
| COBRA rate development | Annually (if necessary) |
| Stop loss deductible and attachment level analysis | Annually (if necessary) |
| Actuarial impact of design changes | Annually (if necessary) |
| IBNR calculation | Quarterly |
| Financial reporting including dashboards | Quarterly |
| Comprehensive medical/Rx utilization analysis | Quarterly |
| Experience Monitoring Reports based on paid claims indicating paid loss ratio | Monthly |
| Medical/Rx claims versus fixed costs/premium equivalents | Monthly |
| Enrollment versus budget and large claim loss report | Monthly |
| Quarterly incurred projections | Quarterly |
| Renewal projections | Quarterly |
| Perform annual State of Florida actuarial filings | Annually |
| Retiree Actuarial Services | |
| GASB annual filing | Annually |
| Retiree Drug Subsidy filing, including attestation, submission, and reconciliations | Annually |
| Renewal/Marketing | |
| Pre-renewal projections | Annually (if necessary) |
| Detailed marketing/renewal report (all lines of coverage) | Annually (if necessary) |
| Total and itemized costs | Annually (if necessary) |
| Network access and provide disruption analysis | Annually (if necessary) |
| Carrier/Vendor performance/rate guarantees | Annually (if necessary) |
| Funding methodology evaluation | Annually (if necessary) |
| Carrier financial ratings/market review | At renewal, marketing and stewardship |
| Finalist meetings and scorecard analysis | Annually, as needed |
| Best and final negotiations | Annually, as needed |
| Vendor site visits | As needed |
| Disclosure of all proposals and compensation | Annuity |
| Implementation | |
| Carrier application preparation assistance | Annually |
| Enrollment meeting support/coordination (coordination of all benefit vendors for open enrollment meetings) | Annually |
| Contract review | Annually |
| Review vendor created employee communications | Annually |
| Administrative arrangements (billing, banking, reporting, data) | Annually |
| Executive summary of final decisions | Annually |
| Ongoing Service and Account Management | |
| Scheduled vendor service meetings | Semi-Annually |
| Work plan for ongoing tasks/projects | Annually |
| Prepare and present to Insurance Committee, including renewal analysis with proposed rates, plan design modeling, contribution modeling, tier structure assessment, additional ad-hoc requests | As needed |
| Participate in all HCPS benefits meetings including vendor meetings, retiree meetings, health fairs, Insurance Committee meetings, and Board meetings | Annually and as needed |
| Coordinate all annual enrollment activities, including all communication materials (see below) | Annually |
| Rates, plan designs and carrier changes with benefits administrator | Annually |
| Ad-Hoc client analysis and requests related to benefit programs | As needed |
| Data analytics program and reporting | Ongoing |
| Compliance & Regulatory support | |
| Compliance review of SPD provisions, SBCs, contracts, agreements, certificates of coverage, and other vendor documents | Ongoing |
| Section 125 non-discrimination testing | As needed |
| Ongoing webcasts and legislative alerts | Ongoing |
| Send bulletins on hot topics and legislative issues | Ongoing |
| Upon request, provide additional information to assist in client’s fulfillment of ERISA fiduciary duties | As needed |
| Coordinate the following Communications | |
| Review and provide input to benefit administrator’s communication materials including: | Annually and as needed |
| Annual Enrollment Guide | Annually and as needed |
| Open Enrollment Guide | Annually and as needed |
| Open Enrollment Poster | Annually and as needed |
| Open Enrollment Postcard | Annually and as needed |
| Medical Only Guides | Annually and as needed |
| Spanish Enrollment Guides | Annually and as needed |
| Retiree Materials | Annually and as needed |
| Provide updated carrier documents for benefit enrollment site | Annually and as needed |
| Coordinate with vendors for supplemental communication materials | Annually and as needed |
| Participate in Communication strategy | Annually and as needed |
| Coordinate Benefit Administration/Enrollment Platform | |
| Weekly calls with HCPS and their benefits administrator (includes benefits administration, COBRA, FSA) | Weekly |
| Participate in year-end review and annual enrollment meetings | Annually |
| Coordinate and review all vendor materials for posting on benefits administration platform | Annually |
| Participate in escalated administration file issues or coordination with vendors | As needed |
| Wellbeing | |
| Access to clinicians and health management consultants | Ongoing |
| Update Wellbeing Strategy | Annually |
| Provide wellbeing program assessment and annual results evaluation | Ongoing |
| Review vendor data | Ongoing |
| Develop a wellbeing program roadmap | Ongoing |
| Provide Wellness Council of America (WELCOA) resources and tools | Ongoing |
| Resources | ||
| Subject Matter Experts | Ongoing and as requested | |
| – Wellbeing | Ongoing and as requested | |
| – Pharmacist | Ongoing and as requested | |
| – Actuaries | Ongoing and as requested | |
| – Underwriters | Ongoing and as requested | |
| – M.D.s and R.N.s | Ongoing and as requested | |
| – ERISA experts | Ongoing and as requested | |
| – Absence and Leave | Ongoing and as requested | |
| – Elective Benefits | Ongoing and as requested | |
| Please list below any deviations to scope of services by section (add any rows as needed): | Frequency | Comments |
| Strategy | ||
| Financial Management | ||
| Retiree Actuarial Services | ||
| Renewal/Marketing | ||
| Implementation | ||
| Ongoing Service and | ||
| Account Management | ||
| Compliance & Regulatory support | ||
| Coordinate Communications | ||
| Wellbeing | ||
| Resources |
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