Employee Flexible Benefits Administration RFP.pdf

Request for Proposal Employee Flexible Benefits Administration and Enrollment Services

Solicitation Notice

The Griffin-Spalding County School System is conducting an analysis and seeking proposals for Employee Flexible Benefits Administration and Enrollment Services. Qualified vendors with experience in conducting employee flexible benefits administration and enrollment support of a school system covering approximately 1,500 employees should answer each of the following questions in detail and submit their responses to:

Carol Y. Tims Budget and Procurement Analyst

216 South 6th Street Griffin, GA 30224

All responses must be received by 12:00 p.m. on Friday, May 15, 2026 in order to be considered. All responses should be clearly marked “RFP #27-100 Enclosed” on the outside of a sealed envelope. Responses must be received in the following formats:

1. One (1) original

2. Seven (7) copies

3. One (1) electronic version emailed to procurementdocs@gscs.org

The Griffin-Spalding County School System reserves the right to waive any and all guidelines herein, to waive minor irregularities, and to reject any RFP if considered to be in the best interest of the school district.

The effective date of service will be for the 2026 - 2027 school year.

IF YOUR COMPANY WILL BE PARTICIPATING IN THIS RFP, PLEASE EMAIL CAROL Y. TIMS

AT procurementdocs@gscs.org. ALL QUESTIONS WILL BE ANSWERED AND DISCLOSED TO EACH PARTICIPATE VIA THE DISTRICT’S WEBSITE, www.gscs.org, UNDER THE

MENU/DEPARTMENTS/FINANCE SECTION.

IF NEEDED, SCHOOL SYSTEM DATA WILL BE SENT TO YOU VIA EMAIL ONCE YOU HAVE

NOTIFIED US OF YOUR PARTICIPATION IN THIS RFP.

mailto:procurementdocs@gscs.org http://www.gscs.org

Request for Proposal Employee Flexible Benefits Administration and Enrollment Services

RFP Scope of Work

The Griffin-Spalding County School System is seeking proposals from qualified vendors to provide comprehensive administration, enrollment support, and employee education services for the District’s Flexible Benefits Program. The selected vendor will work collaboratively with the District to implement, manage, and support a voluntary benefits program that enhances the District’s overall employee benefits package while ensuring employees receive clear guidance and support in selecting appropriate coverage.

1. Program Administration

The selected vendor shall provide full-service administration of the District’s flexible benefits program. Services shall include, but are not limited to:

● Administration of voluntary employee benefits such as vision, dental, supplemental life insurance, disability insurance, accident insurance, critical illness coverage, hospital indemnity plans, cancer policies, legal plans, identity protection, and other related voluntary benefits as approved by the District.

● Coordination of benefits offerings to ensure alignment with existing District benefit programs and applicable state and federal regulations.

● Provision of a secure and user-friendly enrollment platform that allows employees to review benefit options and make elections.

● Maintenance of employee benefit records and accurate transmission of enrollment data to insurance carriers.

● Integration or coordination with the District’s payroll and human resources systems to ensure accurate deductions and reporting.

2. Employee Education and Communication

The vendor shall develop and implement a comprehensive communication strategy designed to educate employees about available flexible benefits and assist them in making informed decisions.

Responsibilities include:

● Developing clear, accessible educational materials explaining each benefit option, eligibility requirements, and associated costs.

● Providing printed and digital resources, including benefit guides, plan summaries, and decision-support tools.

Request for Proposal Employee Flexible Benefits Administration and Enrollment Services

● Conducting informational meetings, workshops, and presentations for employees at various worksites.

● Providing ongoing communication throughout the year regarding benefit options, changes, and enrollment opportunities.

3. On-Site Enrollment Assistance

The vendor must provide in-person support to employees during the annual enrollment period and as needed throughout the year. This support shall include:

● Scheduling and staffing on-site enrollment sessions at District facilities.

● Providing trained benefits counselors to meet individually with employees to review options, answer questions, and assist with benefit selections.

● Ensuring that employees have sufficient opportunity to receive personalized guidance regarding benefit choices.

● Supporting both in-person and alternative enrollment methods (virtual or telephonic) when appropriate.

4. Enrollment and Implementation Services

The vendor shall coordinate all aspects of the enrollment process, including:

● Development of an annual enrollment timeline in coordination with the District.

● Implementation of enrollment systems and processes that ensure accurate and efficient benefit elections.

● Coordination with benefit carriers and the District’s payroll department to ensure timely and accurate deduction setup.

● Providing confirmation statements and documentation of elections to employees.

5. Customer Service and Ongoing Support

The vendor shall provide ongoing support to employees and the District throughout the plan year, including:

● A dedicated customer service team is available to respond to employee questions regarding benefits, claims processes, and plan features.

Request for Proposal Employee Flexible Benefits Administration and Enrollment Services

● Assistance with enrollment changes due to qualifying life events.

● Support for resolving issues related to coverage, payroll deductions, or carrier communication.

● Access to online tools and resources for employees to review benefits and make permitted changes.

6. Reporting and Compliance

The vendor shall provide regular reporting and ensure compliance with applicable laws and regulations. Responsibilities include:

● Providing periodic reports to the District on enrollment participation, plan utilization, and program performance.

● Ensuring all benefit offerings comply with applicable federal, state, and local regulations.

● Maintaining confidentiality and security of all employee data.

7. Program Evaluation and Continuous Improvement

The vendor shall work collaboratively with the District to evaluate the effectiveness of the flexible benefits program and recommend improvements. Services include:

● Annual program review and analysis of participation trends.

● Recommendations for new or enhanced benefit offerings based on employee needs and market trends.

● Assistance with employee surveys or feedback mechanisms to improve program effectiveness.

Sealed RFP from vendors will be received by the Griffin-Spalding County School System, 216 South 6th Street, Griffin, GA 30224 until 12:00 p.m. on Friday, May 15, 2026. All RFPs received after the above time will not be considered.

RFP may not be withdrawn for a period of sixty (60) days after the date of receipt of bids. RFP documents may be obtained at www.gscs.org under the Menu/Departments/Finance section. The Griffin-Spalding County School System reserves the right to reject any or all bids; any part or parts of a bid, waive any technicalities/informalities, increase or reduce quantities, make modifications or specifications, and award any or all of the contract in a manner that is in the best interest of the Griffin-Spalding County School System.

Request for Proposal Employee Flexible Benefits Administration and Enrollment Services Qualifications should be presented on the school district questionnaire (attached).

All questions regarding this RFP shall be submitted to the Budget and Procurement Analyst, Carol Y. Tims, at procurementdocs@gscs.org no later than 12:00 p.m. on Friday, May 1, 2026.

Questions received after this date will not receive a response. All questions will be answered and disclosed to each participant via the district’s website, www.gscs.org, under the Menu/Departments/Finance section.

If needed, proposing companies could be asked to present and interview with the school system May 20-21, 2026. Final results will be assessed and an awarded provider is anticipated to be named no later than June 2026.

Firm Information and Background

1. Name of

Firm: __________________________________________________________

2. Principal business address: _______________________________________________

3. Telephone/ fax number: ____________________________________________________

4. Website address: _______________________________________________________

5. Number of full-time employees: _____________________________________________

6. Please provide a list of at least five references and the services rendered.

7. Describe your experience providing employee flexible benefits administration services to K-12 school districts or public sector organizations in the State of Georgia?

8. List at least three current clients of similar size and scope, especially those of similar size (approximately 1,500 employees).

Request for Proposal Employee Flexible Benefits Administration and Enrollment Services

Process/Services

1. Describe the full range of services your company provides for flexible administration (e.g., Section 125 plans, FSAs, HSAs, HRAs, dependent care, medical flexible spending account) You may attach your explanation on a separate page if necessary.

2. Can you support COBRA, retiree billing, and ACA compliance?

3. Do you provide onsite, virtual, or hybrid enrollment support?

4. What services are outsourced vs. handled internally?

Fees and Expenses

1. Provide a detailed pricing structure (per employee per month, flat fee, etc.) If additional fees are expected of GSCS, or if your company offers additional fee-supported services which are supplemental to your proposal, please clearly describe costs and services on a separate fee addendum.

2. Describe any performance guarantees or penalties.

3. Do you require a contract for your services? If so, please attach.

4. Please quote the services on the following basis:

● 1 year

● 2 years (annually renewable)

● 3 years (annually renewable)

Request for Proposal Employee Flexible Benefits Administration and Enrollment Services

General Information

Please provide the name(s), title(s), address(es), telephone and fax number(s), and e-mail address(es) of the individual(s) responsible for responding to this request.

Request for Proposal Employee Flexible Benefits Administration and Enrollment Services

I, ____________________________________________, an authorized representative of

___________________________________, do hereby certify that the qualifications and information specified in this Griffin-Spalding County School System Unarmed Security

Services questionnaire are accurate and complete.

Signature _____________________________________________________

Name (Please print) _________________________________________________

Title ______________________________________________________________

Date

Subscribed and sworn to before me this ___ day of _______________, 20___

_____________________________ seal

NOTARY PUBLIC

Request for Proposal Employee Flexible Benefits Administration and Enrollment Services

RFP Timeline for Flexible Benefits Vendor Implementation Goal: January 1, 2027 Open Enrollment Begins: September 15, 2026 Process Start: March 2026

Timeline Activity Description

March 2026 RFP Development Finalize scope of work, benefit offerings, vendor requirements (technology platform, payroll integration, onsite enrollment support, employee education).

April 15, 2026 RFP Issued Publish and distribute RFP to potential vendors and benefits consultants.

May 1, 2026 Vendor Question Period Ends

Vendors submit questions; the district provides written responses to ensure clarity.

May 15, 2026 Proposal Submission Deadline

Vendors submit complete proposals including pricing, services, enrollment support, and references.

May 18 - May 19 Proposal Evaluation Evaluation committee reviews proposals using established scoring criteria.

May 20- May 21 Vendor Presentations / Interviews

Finalists present solutions, enrollment strategies, and implementation plans.

June 2026 Vendor Selection Committee recommends vendor for approval.

Mid–June 2026 Contract Negotiation & Board Approval

Finalize service agreement and obtain board approval.

July 2026 Implementation Kickoff

Vendor begins system configuration, payroll integration, benefit plan setup, and communication planning.

Request for Proposal Employee Flexible Benefits Administration and Enrollment Services Timeline Activity Description

July–August

Employee Communication & Education

Vendor provides marketing materials, information sessions, and benefits education.

August 2026 Enrollment Platform Testing

Final testing of the enrollment system, payroll deductions, and reporting.

Early September

Final Open Enrollment Preparation

Schedule onsite enrollment meetings, finalize materials, and employee outreach.

September 15 – October 2026

Open Enrollment Vendor provides onsite enrollment assistance and employee education sessions.

November–Dec ember 2026

Final Processing Confirm elections, finalize payroll deductions, resolve enrollment issues.

January 1, 2027 Plan Year Implementation

Flexible benefits program begins.

RFP Timeline for Flexible Benefits Vendor