RFP_5800_SLW3030_ATT_6_v2.xlsx

This is a Request for Proposal (RFP) attachment file submitted by the City of Austin, Texas for Self-Insured Dental Plan Administration Services covering approximately 21,149 combined active employees and retirees with covered dependents. The City seeks comprehensive dental plan administration including claims processing, eligibility management, provider network management, customer service, fraud prevention, and appeals administration. The contractor must demonstrate operational experience in Texas dental plan administration with current client portfolios, staffing expertise, technological infrastructure with disaster recovery capabilities, and a contracted dental network with strong Central Texas presence covering ten counties plus out-of-state providers. Proposals are due April 16, 2026, at 2:00 PM with offer opening at 3:00 PM the same day; questions must be submitted by March 19, 2026, at 12:00 PM via email. The initial contract period runs from January 1, 2027, through December 31, 2029, with two optional one-year extension periods available. No pre-offer conference or site visit is required.

Offerors must quote employee and retiree administration fees separately on a per-employee-per-month (PEPM) basis with all-inclusive rates covering all labor, materials, supplies, and administrative costs, with fees guaranteed for the entire 36-month initial contract period. The City currently offers a self-funded PPO dental plan with a $2,000 annual maximum for employees and $1,000 for retirees, with historical claims data indicating approximately $700,000-$1.2 million in monthly active employee dental claims and $141,000-$320,000 in monthly retiree dental claims. The incumbent vendor, Blue Cross and Blue Shield of Texas (BCBSTX), has administered the dental plan since January 1, 2021. The City incorporates Local Business Preference and Small Business Preference Procurement Programs; all offerors must complete multiple compliance certifications addressing federal, state, and local regulatory requirements, and subcontracting requirements apply with preference for City of Austin certified minority/women-owned business enterprise (M/WBE) firms.