RFP for Insurance Services 2026 _ Final.pdf

Request for Qualifications/Proposals

To Provide

Consulting Services for

Employee Health and Benefits Plan

RFP# 66114-27-RFQ-0629

Proposal Release Date: June 29, 2026 Deadline for Written Questions Due: July 16, 2026 Proposal Must Be Received No Later Than: July 24, 2026 @ 3pm Presentation of Proposal Analysis to the City: August 2026 Finalists Interview with City: August 2026 Finalists Selected and Decision Announced: September 2026 Final Contracts due for City Approval: September 2026

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City of Canton 110 Academy Street

Canton, Georgia 30114

TO: Prospective Vendors

DATE: Monday, June 29, 2026

SUBJECT: Request for Proposal for Benefits Broker Services

You are invited to submit Proposals for Benefits Broker Services for the City of Canton.

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REQUEST FOR QUALIFICATIONS/PROPOSALS

for

BENEFITS BROKER SERVICES

SECTION I – OVERVIEW OF REQUEST FOR PROPOSAL

A. PURPOSE

The City of Canton is seeking proposals from qualified, licensed employee benefits consulting firms to provide strategic advising, plan design, actuarial analysis, compliance review, and ongoing management of our health and benefit program.

Our primary objective is to partner with a consultant who can help us balance cost-efficiency with a competitive, high-quality benefits package that attracts and retains top talent.

The City of Canton has approximately (150) full-time employees that are eligible for employee benefits. Our current plans are an HDHP with an HSA and a Traditional Co-pay plan, dental, vision, life, disability, as well as ancillary plans consisting of Cancer, Accident, Hospital Indemnity, and Critical Illness. The City’s plan year starts April 1st of each year.

B. INFORMATION TO OFFERORS

I. SUBMISSION OF PROSPOSAL:

One original signed proposal, four (4) bound copies and one (1) electronic copy on a USB flash drive of the complete submittal must be received no later than 3:00pm local time on Friday, July 24, 2026.

Proposals must be submitted in a sealed envelope stating on the outside the offeror’s name, address, telephone number, and titled (Benefits Broker Services) to:

City of Canton Attn: Amy Thomas 110 Academy Street Canton, GA 30114

Submittals received after the due date and time will not be considered.

Modifications received after the due date will not be considered.

II. QUESTIONS & ANSWERS/CONTACT PERSON:

All inquiries regarding this RFP must be submitted in writing via e-mail to the RFP Review Committee at rfp.review@cantonga.gov no later than the date indicated in the Calendar of Events. All clarifications, supplemental instructions, and answers to questions will be posted as an Addendum on the City of Canton website at the following address:

http://www.cantonga.gov/government/departments/finance/rfps-bids.

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III. REJECTION OF PROPOSALS

The City of Canton reserves the right to accept or reject any proposal, in whole or in part, and to waive any formalities.

Omissions and incomplete responses may render the proposal non-responsive.

Brokers may submit whatever additional information they feel is appropriate to accompany their proposal and in whatever additional format they desire.

However, the additional information must be submitted as an appendix and must be identified as such.

IV. NON-COLLUSION AFFIDAVIT

By submitting a proposal, the offeror warrants that the proposal is genuine and not a sham. By submitting a proposal, the offeror represents and warrants that no official or employee of the City of Canton has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made under it, or in any expected profits to arise therefrom.

V. COST INCURRED BY OFFERORS

All expenses involved with the preparation and submission of the RFP or any work performed in connection therewith are the responsibility of the offeror(s).

SECTION II – GENERAL INFORMATION

It is the objective of the City of Canton to be competitive within the City of Canton/North Georgia area in attracting and retaining high quality employees at costs that both the City and employees can afford. The City strives to achieve this by implementing programs that reward personal responsibility and reflect the City’s financial commitment to its employees.

A. CONTRACT PERIOD

The term of engagement for benefits services will be three years commencing January 1, 2027. The term may be extended by mutual written agreement of the parties for two (2) additional one-year options. In the event of termination, Broker will assist the City of Canton in arranging a smooth transition process. However, Brokers obligation to provide services to the City of Canton will cease upon the effective date of termination, unless otherwise agreed to in writing.

Either party will have the right to terminate engagement upon ninety (90) days prior notice to the other.

B. SCOPE OF WORK

The selected firm shall provide comprehensive benefits consulting and brokerage services, including, at a minimum:

I. Strategic Financial Management & Plan Design

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• Assessment & Strategy: Conduct a comprehensive audit of existing insurance programs to identify gaps, redundancies, and cost-saving opportunities.

• Plan Design & Funding: Provide expert recommendations on innovative plan designs, contribution strategies, and wellness initiatives. Evaluate and advise on funding mechanisms (self-insured vs. fully-insured) relative to the City’s fiscal goals.

• Renewal & Budgeting: Facilitate the annual renewal process, including carrier negotiations, budget forecasting, and rate projections.

• Performance Analytics: Conduct quarterly and annual reviews of plan performance, utilizing detailed claims data to provide actionable insights.

II. Compliance, Administration & Auditing

• Contract Review: Audit all binders, policies, endorsements, and contracts for accuracy and suitability.

• Regulatory Support: Provide comprehensive access to legal and compliance guidance (ACA, HIPAA, COBRA, etc.) and timely, actionable updates.

• Quality Assurance: Perform regular carrier billing and dependent eligibility audits.

III. Enrollment, Technology & Communication

• Benefits Technology: Facilitate an online enrollment platform that supports self-service and integrates with payroll systems.

• Communication Strategy: Assist in the design of high-quality educational materials and enrollment announcements.

• Employee Support: Maintain an inbound support model (call center/dedicated line) with documented Service Level Agreements (SLAs).

IV. Account Management & Relationship

• Dedicated Service: Assign a dedicated account management team as the primary point of contact.

• Operational Support: Provide on-site assistance for Open Enrollment and as-needed support for day-to-day administrative issues.

SECTION III – BROKERAGE SERVICE QUESTIONNAIRE

A. Firm Overview

• Provide a brief organizational history, ownership structure, and an organizational chart of the service team.

• Confirm licensure in the State of Georgia and provide documentation.

• Attest to independence from insurance carriers, TPAs, PBMs, or other potential conflicts of interest.

• Describe any Broker of Record (BOR) requirements or transition limitations.

B. Service Team & Account Management

• Provide bios for key individuals assigned to the City.

• Define your service model and structure for day-to-day interactions.

• Detail your call center support (staffing levels, hours, and SLA response times).

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• Describe your process for ensuring continuity of service during a broker transition.

C. Consulting, Strategy & Data Analytics

• List specific tasks included in your standard retainer/fee structure.

• Detail expertise in managing self-funded health plans.

• Describe your methodology for cost containment, PBM management, and wellness initiatives.

• List data sources/actuarial methodologies used for quarterly and annual reviews.

D. Implementation & Communication

• Describe your project management approach for Open Enrollment.

• Describe available technology platforms to streamline administration.

• Explain your approach to developing a benefit communication strategy and ongoing employee support.

E. Compliance

• Describe your compliance monitoring model.

• Confirm licensure/certification of customer service reps regarding

COBRA/HIPAA.

• Confirm availability for training/advisory sessions for HR/Management.

F. Experience, References & Pricing

• Provide five (5) public entity references similar in size to the City.

• Provide a case study demonstrating measurable financial impact for a public employer.

• Pricing: Provide a detailed fee structure/compensation model, including all commissions, incentives, and potential conflicts of interest.

SECTION IV – BROKER SELECTION CRITERIA

The City of Canton will evaluate proposals based on the following:

1. Quality of Proposal: Completeness, clarity, and conciseness.

2. Scope of Services: Depth of services offered.

3. References: Quality of references, particularly from similar public entities.

4. Qualifications: Experience and cultural fit of the management team.

5. Resources: Tools and value-added resources available to the City.

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The undersigned certifies the truth and correctness of all statements and of all answers to questions made hereinafter.

Name of Firm/Broker:

Name of RFP Contact:

Title: ________________________________

Phone #: ___________________________

Email: _____________________________

Local Office Address:

Corporate Address: