RFP Employer Benefit Broker_Consulting Servic.pdf

Request for Proposal

Employer Benefit Broker/Consulting Services

Meriwether County, Georgia, is seeking proposals from qualified firms to provide Employer Benefit Brokerage and Consulting Services to include health insurance, wellness program, and associated benefits.

Copies of the Request for Proposal (RFP) are available at the Meriwether County Office of the County Administrator, 17234 Roosevelt Highway Bldg. B, Greenville, GA 30222 until 3:00 p.m., October 17, 2025. Qualified firms may also request an email copy by providing the company name and contact information, as noted below.

Copies of the RFP, technical questions, or requests for clarification shall be directed in writing to John Gorton, Meriwether County Administrator, at j.gorton@meriwethercountyga.gov until 5:00 p.m. October 3, 2025.

All responses to the proposer's questions will be provided via separate email to all parties who have requested or received a copy of the RFP.

Firms providing proposals are prohibited from contacting county staff, elected officials of Meriwether County, or any county representative prior to the award of t h e bid, except for questions and clarifications to John Gorton as noted above.

Proposers found in violation will be disqualified from the proposal process.

REQUEST FOR PROPOSAL: EMPLOYER BENEFIT BROKER/CONSULTING SERVICES

1. General Information

1.1 Key Dates

September 8, 2025 Approval to release RFP Meriwether County Board of Commissioners

October 3, 2025 Deadline for requesting copy of RFP, technical questions, and clarifications at 5:00 p.m.

October 17, 2025 3:00 p.m. - Proposal Deadline

October 20, 2025 Selection Committee meets to review proposals Responding firms may be asked to make an oral presentation to the Committee on October 24, 2025

Selection Committee will narrow selection and make recommendation of two finalists to the Meriwether County Board of Commissioners

October 27, 2025

October 28, 2025 Two finalists will present their proposals to the Meriwether County Board of Commissioners at 6:00 p.m. Time limit will be 45 minutes for each

Meriwether County Board of Commissioners approve selection of broker consultant.

November 10, 2025

1.2 Background

Meriwether County, Georgia, is located in west-central Georgia and is about an hour southwest of Atlanta, Georgia. The City of Greenville serves as the county seat.

The county has an area of 503 square miles, with an estimated population of 20,613 (2020). The governing authority of the county consists of five (5) elected district commissioners, who comprise the governing body and manage the administration of the county.

Meriwether County employs 172 full-time employees, plus elected officials. Currently, 87 employees are enrolled in the health insurance program, of which 36 also carry dependent coverage.

Current benefits provide multiple plan options, including health insurance, dental, vision, life insurance, and a wellness program.

2. Rules Governing Proposals

2.1 Confidentiality

The content of all proposals will remain confidential throughout the selection process.

Thereafter, they shall be subject to disclosure as may be required by the Georgia Open Records Act.

2.2 Disposition of Proposals

All material submitted in response to the RFP shall become the property of Meriwether County, Georgia.

2.3 Late Submissions

Proposals received after the date and time referenced in section 1.1, will be considered as non-responsive and will not be accepted.

2.4 Acceptance/Rejection of Submittal

Meriwether County, Georgia reserves the right to reject any and all proposals, to waive any irregularities or informalities, and select any proposal deemed to be in the best interest of the county as determined by the Meriwether County Board of Commissioners. The County is not liable for any costs incurred by any person or firm responding to this Request for Proposal.

2.5 Proposal Evaluation

The Proposal Evaluation Committee representing Meriwether County will perform the evaluation of all proposals. Following the initial review, the committee may elect to ask certain respondents to complete an oral interview before the committee.

2.6 Oral Interviews

Oral interviews are provided at the sole discretion of Meriwether County and are for the purpose of allowing the Proposal Evaluation Committee to broaden their understanding of certain selected respondents. There will be a time limit of 45 minutes for each firm.

2.7 Broker Selection Process

Following the review and evaluations of the proposals, the Proposal Evaluation Committee will recommend two finalists to the Meriwether County Board of Commissioners. The two finalists will be invited to the Board of Commissioners' regular meeting at 6:00 p.m., October 28, 2025, to make a presentation to the Board.

2.8 Final Broker Selection

Following the October 28, 2025, presentations, the Board of Commissioners will select the successful respondent at their November 4, 2025, commission meeting.

2.9 Negotiation and Signing of Contract

Upon selection of the successful respondent and determination that the services will be feasible and acceptable to the county, a services contract will be executed between the selected firm and the county. The contract shall be subject to the approval of the county and the county attorney, and shall include the terms of the County's standard addendum which is attached hereto as Exhibit "A".

The County shall have the right to terminate the relationship with the consultant at any time without cause.

3. Minimum Qualifications

All brokerage firms submitting a proposal must:

A)

B)

C) be licensed to conduct business in the state of Georgia.

have the expertise, licenses, and resources to provide the requested services have the ability to consistently maintain and allocate sufficient staffing resources to provide timely service.

maintain staff that are qualified and available to provide specialized technical expertise in various disciplines of employee benefits.

D)

Proposers may not contact the insurance marketplace or discuss Meriwether County's account with underwriters until the final broker selection is approved by the Board of Commissioners.

4. Proposal Guidelines Please respond as outlined in this request for proposal and observe the following guidelines:

A) Respond to questions as directly as possible, along with any supporting documentation you feel will be pertinent to the questions.

Five copies of the written proposal must be submitted to the Meriwether County Board of Commissioners' Office no later than 3:00 pm. October 17, 2025, to the address below:

Meriwether County Board of Commissioners Attn: Office of the County Administrator 17234 Roosevelt Highway Bldg. B Greenville, GA 30222

B)

All proposals must be sealed and clearly marked on exterior of package "Proposal for Employer Benefit Broker and Consulting Services."

C) The final broker selection will be made based on evaluation of proposal and requested oral presentations.

Submission of a proposal will be construed to imply agreement in advance to the services outlined in the proposal. brochures, photos, annual reports or any other appropriate printed material may be included in your proposal. The proposal package should be kept as brief as possible, however, with the subject areas clearly defined.

5. Questions and Qualifications, Client Support and Services.

5.1 Firm History and Experience

A) Provide a brief history of your firm including size, volume of business, office locations, number of years in business, and business philosophy.

Describe the visibility and influence of your firm in the employee benefits field. B)

5.2 Account Team Qualifications

A) Provide an overview of the account team that would be assigned to Meriwether County. For each member of the team, provide the member's qualifications and experience, particularly in services to local governments. Provide a summary of each team member's role and responsibilities.

Describe your firm's approach to ongoing training of your staff to ensure they are current with the latest changes in the insurance and healthcare industries.

B)

5.3 Clients and References; Conflict of Interest; Litigation

A) Describe at least two innovative solutions you have implemented for clients similar to Meriwether County that highlight your benefits consulting expertise.

Describe your internal policies and procedures for ensuring customer satisfaction with your services.

B)

REQUEST FOR PROPOSAL: EMPLOYER BENEFIT BROKER/CONSUL TING SERVICES

C) Provide at least three references where your firm has provided benefit services, either currently or in the past, to clients similar to Meriwether County. Please include names and contact information.

Please disclose any conflicts of interest.D)

E) Have you ever been involved in litigation, arbitration or claim with a client? If so, on a separate sheet, explain describing each instance and the resolution thereof.

F) Have you had any contracts terminated for cause by any clients?

G) Have you been debarred or suspended from government services?

5.4 Services

A) Provide an overview of your proposed account support and administrative services.

1. What day to day administrative support will be provided to our Human Resources Department? Provide examples of claim assistance, billing, and compliance questions.

B) Provide an overview of your proposed open enrollment process, including coordination with Human Resources and ongoing support for Meriwether County employees.

1. How would you ensure that new hires throughout the year are educated on available benefits?

Explain how you would communicate with employees who have questions on benefits and related questions on Medicare and/or retirement.

2.

C) Describe your capabilities in ongoing plan performance monitoring, plan performance forecasting, claims experience analysis, benchmarking and reporting.

Describe your proposed use of technology to support online employee services and education.

Describe your firm's experience with virtual or online medical treatment or services. What programs or service providers have you worked with in providing online services?

Describe your experience in development and implementation of wellness programs, including successful and not so successful experiences.

Describe your experience in planning and implementation of new benefit concepts that allow Meriwether County to reduce costs and/or enhance employee benefits.

D)

E)

F)

G)

H)

I)

Describe any additional service options that may be of interest to Meriwether County.

Meriwether County's benefits and insurance plan renewal is July 1st of each year.

Please discuss your proposed process and timeline for receiving renewal quotes and presentation to the Board of Commissioners.

If your firm is the successful proposal, what procedure and timeline would you recommend for transition to your services?

J)

6. Describe attributes that make you a valuable strategic partner to Meriwether County.

7. Compensation; Contract

A) Describe how you expect to be compensated for the services outlined in this proposal.

1.

2.

Fees from Meriwether County? Amount Proposed?

Commissions from health care insurance companies, pharmacy, or other ancillary companies? Please explain.

B) Please provide any proposed contract form; however, the county reserves the right to use its own form. Any contract will include or omit, as applicable, the terms of the addendum attached hereto as Exhibit "A".

Thank you for your interest in Meriwether County, and we look forward to reviewing your proposal for this very important service.

Any questions or clarifications may be addressed as outlined in the RFP package.

EXHIBIT "A"

MERIWETHER COUNTY,

GEORGIA

AGREEMENT ADDENDUM TO SERVICES AGREEMENT

In the event of conflict between this Addendum and the Services Agreement and other documents in connection therewith (collectively, the "Agreement"), this Addendum shall control:

1. HOLD HARMLESS - Any clause requiring the County to indemnify or hold harmless any party is not acceptable.

2. GOVERNING LAW -The Agreement shall be governed by the laws of the State of Georgia. This provision replaces any references to any other State's governing law.

3 . DISPUTES - Any references in the Agreement to arbitration and waiver of jury trial are not acceptable. Venue for any dispute will be in the state of Meriwether County, Georgia.

4. TAXES - Provisions in the Agreement requiring the County to pay taxes are deleted. As a political subdivision of the State of Georgia, the County is generally exempt from Federal, State, and local taxes and will not pay taxes for any Consultant, including individuals, nor will the County file any tax returns or reports on behalf of the Consultant or any other party.

5. INTEREST -Any provision for interest or charges on late payments is not acceptable .

6. NO WAIVER - Any language in the Agreement requiring the County to waive any rights, claims or defenses is not acceptable .

7. FISCAL YEAR FUNDING - Service performed under the Agreement may be continued in succeeding fiscal years for the term of the Agreement, contingent upon funds being appropriated by the County Council or otherwise being available for this service. In the event funds are not appropriated or otherwise available for this service, the Agreement shall terminate without penalty on June 30. After that date, the Agreement becomes of no effect and is null and void. However, the County agrees to use its good faith efforts to have the amounts contemplated under the Agreement included in its budget. Non-appropriation or non-funding shall not be considered an event of default.

8. STATUTE OF LIMITATIONS -Any clauses limiting the time in which the County may bring suit against Consultant or any other party are not acceptable.

9. SIMILAR SERVICES - Any provisions limiting the County's right to obtain similar services or equipment in the event of default or non-funding during the term of the Agreement are hereby not acceptable.

10. ATTORNEY'S FEES - The County recognizes an obligation to pay attorney's fees or costs only when assessed by a court of competent jurisdiction. Any other provision is invalid and considered null and void.

11. ASSIGNMENT - Consultant shall not have the right to assign the Agreement without the prior written consent of the County.

12. LIMITATION OF LIABILITY - The County cannot agree to assume the potential liability of Consultant. Accordingly, any provision in the Agreement limiting Consultant's liability for direct damages is hereby deleted. Mutual limitations on incidental or consequential damages are acceptable. In addition, any limitation is null and void to the extent that it precludes any action for injury to persons or for damages to personal property.

13. RIGHT TO TERMINATE - County shall have the right to terminate the Agreement without cause upon thirty (30) days written notice to Consultant. County agrees to pay Consultant for services received prior to the effective date of termination. Consultant will not be entitled to any payment, including lost profits, for services not rendered.

14. TERMINATION CHARGES - Any provision requiring the County to pay a fixed amount or liquidated damages upon termination of the Agreement is not acceptable. The County may only agree to reimburse a Consultant for actual costs incurred or losses sustained during the current fiscal year due to wrongful termination by the County prior to the end of any current Agreement term.

15. DEFAULT BY CONSULTANT - In the event that Consultant breaches any term or condition of the Agreement or any other event occurs which demonstrates a reasonable likelihood that Consultant is unable or unwilling to fulfill its obligations under the Agreement, the County shall be entitled to terminate the Agreement immediately. In the alternative, the County, in its sole discretion, may provide Consultant with ten (10) days' written notice that Consultant may avoid termination of the Agreement by curing, to the satisfaction of the County, the breach(es) identified in the written notice within a specified period not to exceed ten (10) days. Any allowance by the County of an opportunity for the Consultant to cure a specific breach shall not operate as a waiver by the County of its right to refuse such an opportunity to cure in the event of any other breach, and shall not establish any course of dealing or performance between the parties.

16. INSOLVENCY OF CONSULTANT - The County may terminate the Agreement, in whole or in part, by written notice to Consultant and may regard Consultant in default of the Agreement if Consultant becomes: insolvent; makes a general assignment for the benefit of creditors; files a voluntary petition of bankruptcy; suffers or permits the appointment of a receiver for its business or assets; becomes subject to any proceeding under any bankruptcy or insolvency law, whether domestic or foreign; or has wound up or liquidated, voluntarily or otherwise.

17. DEBARMENT - The County may terminate the Agreement, in whole or in part, immediately, without notice, if Consultant is debarred or suspended from performing services on any public agreements.

18. RETURN OF COUNTY PROPERTY - Upon the termination for any reason or expiration of the Agreement, Consultant promptly must return to County all data, papers, materials and other property of County then in its possession, including but not limited to all work in progress as is appropriate in its then existing form (all digital data owned by the County) to the County.

19. ACCELERATION - Any reference to acceleration of payments in the event of default or non-funding is not acceptable.

20. CONFIDENTIALITY -Any provision regarding confidentiality of the terms and conditions of the Agreement is not acceptable. County Agreements are public records under the Georgia Open Records Act subject to disclosure upon request unless excepted under the statute or any other statute.

21. AMENDMENTS -All amendments, modifications, alterations or changes to the Agreement shall be in writing and signed by both parties. No future amendment, modification, alteration or change may be made to this Addendum without the express written approval of the County.

22. COMPLIANCE WITH LAWS - All services performed by Consultant shall be performed in accordance with all laws, regulations and ordinances.