RFP No. 2026-06 - Benefits Broker (FINAL) 8-19-2026 (rlb).pdf

BIRMINGHAM-JEFFERSON COUNTY TRANSIT AUTHORITY

Request for Proposal - RFP No. 2026-06

Benefits Broker & Consultant Services

August 19, 2026

REQUEST FOR PROPOSAL NO. 2026-06

DATE: AUGUST 19, 2026

TO: ALL PROSPECTIVE PROPOSERS

SUBJECT: NOTICE REQUEST FOR PROPOSAL - RFP No. 2026-06

BENEFITS BROKER & CONSULTANT SERVICES

Dear Prospective Proposers, The Birmingham-Jefferson County Transit Authority (BJCTA) seeks proposals from qualified firms to provide BENEFITS BROKER & CONSULTANT SERVICES in response to Request for Proposal - RFP

No. 2026-06.

To be considered, proposers must be received no later than 2:00 PM (CST) on Wednesday, September

23, 2026. The RFP, including instructions and requirements, is available for download on BJCTA’s

PlanetBids portal. First-time users must register (registration is free).

All questions regarding this RFP must be submitted in writing via PlanetBids. The deadline for submitting questions is Wednesday, September 9, 2026, at 3:00 PM (CST). Responses to inquiries received before the deadline will be posted on the PlanetBids portal. There are no DBE goals or participation required on this project.

For additional information, please contact us at: procurebids@bjcta.org

Please include Solicitation No. and Project Name: RFP No. 2026-06 – BENEFITS BROKER &

CONSULTANT SERVICES.

BJCTA appreciates your interest and looks forward to receiving your proposal.

Sincerely, Rita L. Barren

Director of Procurement mailto:procurebids@bjcta.org

Request for Proposal No. 2026-06

REQUEST FOR PROPOSAL – RFP No. 2026-06

PROPOSED SCHEDULE OF DATES

RFB Issued Date: Friday, August 19, 2026

Pre-Proposal Meeting: N/A

Deadline for Questions: Wednesday, September 9, 2026, at 3:00 PM (CST)

Submit questions to PlanetBids

Response to Questions: Wednesday, September 16, 2026, at 3:00 PM (CST)

Proposal Due Date: Wednesday, September 23, 2026, at 2:00 PM (CST)

Proposal Bond: N/A

All documents, questions, responses and addendum must be submitted in the BJCTA PlanetBids Vendor Portal.

ALL DOCUMENTS MUST BE SUBMITTED AS FOLLOWS:

All Proposals must be submitted through BJCTA’s PlanetBids Vendor Portal no later than 2:00 PM (CST), Wednesday, September 23, 2026. Project Name: “Benefits Broker & Consultant Services”

FULL PROPOSAL PACKAGES SHALL NOT BE MORE THAN FIFTY (100) PAGES.

(This includes Cover Page, Table of Contents, and Attachments)

Unless written authorization is provided by the BJCTA Procurement Department, no other official or employee may speak for the BJCTA regarding this solicitation until the award decisions are complete. Any Respondent seeking information, clarification, or interpretations from any other official or employee uses such information at their own risk, and BJCTA is not bound by such information. Following the submittal deadline, and until a contract is fully executed, proposers shall continue to direct communications to only the BJCTA Procurement Department identified above.

COMPANY NAME: PHONE #:

ADDRESS: CITY/STATE/ZIPCODE:

CONTACT PERSON NAME: E-MAIL:

UNIQUE ENTITY ID (UEI) # (Required by SAM.GOV) https://pbsystem.planetbids.com/portal/55902/portal-home

CONFIRMATION OF RECEIPT

RFP No. 2026-06

Please complete this form and return it to BJCTA Procurement Department within 5 days of the proposal deadline. You may email the completed form to procurebids@bjcta.org.

This form is to verify that the Request for Proposal (RFP) issued by Birmingham Jefferson County Transit Authority

(BJCTA) has been received. It is also to ensure that each Respondent has received a Request for Proposal and is given the opportunity to respond. If an addendum is issued and posted on BJCTA’s PlanetBids Vendor Portal, the contact information provided on this form could also be used to distribute the information.

COMPANY NAME: PHONE:

ADDRESS: CITY/ST/ZIP:

CONTACT PERSON: EMAIL:

(Check “Yes” or “No”)

Small Business Vendor? □ Yes □ No

All copies clear and free from obstruction? □ Yes □ No

Will RFP (Cover Sheet) be attached to this confirmation page? □ Yes □ No

Will you be submitting a proposal for this service? □ Yes □ No

(IF “NO”, PLEASE PROVIDE A REASON IN THE COMMENTS SECTION)

COMMENTS:

CERTIFIED BY: DATE:

(Respondent)

PRINTED NAME:

mailto:procurebids@bjcta.org.

Table of Contents

REQUEST FOR PROPOSALS (RFP) 2026-06

PROPOSED SCHEDULE OF DATES

CONFIRMATION OF RECEIPT

PART 1: INFORMATION AND INSTRUCTIONS TO RESPONDENTS

1.1 General and Background Information

1.2 Bid Bond

1.3 Definitions

1.4 Minimum Qualifications

1.5 No Offer by BJCTA; Firm Offer by Respondent:

1.6 Pre-Proposal Conference

1.7 Electronic Proposals

1.8 Electronic Submission Clause

1.9 Additional Documentation

1.10 Restrictions on Communication

1.11 Cone of Silence

1.12 Proposal Receipt and Confidentiality

1.13 Ownership of Proposals

1.14 Disclosure of Proposal Contents

1.15 Price Proposal Evaluation

1.16 Proposal Evaluation Criteria

1.17 Taxes

1.18 Rejection of Proposals; Cancellation of RFP; Waiver of Technicalities

1.19 Alabama Open Records Act

1.20 Protests

1.21 Nondiscrimination on the Basis of Sex

1.22 Nondiscrimination on the Basis of Age

1.23 Nondiscrimination on the Basis of Disability

1.24 Drug or Alcohol Abuse

1.25 Access to Services for People with Limited English Proficiency

1.26 Other Nondiscrimination Laws

1.27 Remedies

1.28 RFP Selection Process Timeline

PART 2: CONTENT OF PROPOSALS AND SUBMITTALS

SCOPE OF WORK AND DELIVERABLES

1. GENERAL REQUIREMENTS

2. SCOPE OF SERVICES

3. REQUIRED DELIVERABLES

4. PROPOSAL RESPONSE REQUIREMENTS

PART 4: PROPOSAL SUBMITTAL FORMS

ACKNOWLEDGMENT OF ADDENDA

DEBARMENT CERTIFICATION

BYRD ANTI-LOBBYING CERTIFICATION

LOBBYING CERTIFICATION

CONFLICT OF INTEREST DISCLOSURE

TITLE VI ASSURANCE

EEO CERTIFICATION

IMMIGRATION / E-VERIFY AFFIDAVIT

INSURANCE ACKNOWLEDGMENT

CONFIDENTIALITY CERTIFICATION

CERTIFICATION OF DATA SECURITY AND CONFIDENTIALITY

VENDOR INFORMATION FORM

REFERENCE FORM

ORGANIZATIONAL CONFLICT OF INTEREST DISCLOSURE

CERTIFICATION OF AUTHORITY TO BIND COMPANY

DRAFT CONTRACT AGREEMENT

PROPOSAL CHECKLIST

APPENDIX G – FEDERAL CLAUSES

PART 1: INFORMATION AND INSTRUCTIONS TO RESPONDENTS

1.1 General and Background Information: The Birmingham-Jefferson County Transit Agency (“BJCTA”) is a regional transportation company servicing the Metro Birmingham area responsible for public transit fixed route and demand response service (Paratransit) in ten (10) municipalities: Birmingham, Bessemer, Homewood, Mountain Brook, Midfield, Center Point, Hoover, Vestavia Hills, Tarrant, and Fairfield. Its current service area is more than 200 square miles with a demand population base of 400,000. BJCTA has approximately 350 active employees and retirees.

The contractor will serve as a Strategic Benefits Advisor and HR Benefits Consultant, partnering with BJCTA’s (Birmingham Jefferson County Transit Authority) HR (Human Resources) Department to strengthen governance, administration, compliance, and employee’s understanding of the benefits program.

1.2 Bid Bond

A Bid Bond is not required for this solicitation.

1.3 Definitions

The following terms shall have the following meanings when used throughout this Request for Proposal (“RFP"):

Respondent: Each Firm or aggregation of Firms (which may include a joint venture partnership, limited liability company or limited liability partnership) submitting a proposal in response to this RFP with the intent of performing the services as the prime contractor.

Firm(s): An entity that has obtained, or will obtain prior to contract execution, all licenses and registrations required by the State of Alabama to perform the services described herein and is authorized to conduct business in the State of Alabama.

Proposal(s): A written response to this RFP prepared by a Respondent and submitted to BJCTA’s

Office of Procurement.

1.4 Minimum Qualifications

To participate in this procurement, Respondent must satisfy the minimum qualifications required by this RFP. Where the Respondent is a partnership, joint venture arrangement, limited liability company, limited liability partnership or other multiple entity organization, the entity that holds a majority ownership interest in the Respondent (i.e., over 50% ownership) must meet the minimum requirements set forth in this RFP. Additionally, prior to execution of the Contract, the successful Respondent will be required to demonstrate that it is duly authorized to conduct business in the State of Alabama.

No Respondent or entity comprising Respondent may submit more than one proposal under the same or different names or as part of multiple organizations. BJCTA reserves the right to disqualify any Respondent or entity comprising Respondent that submits more than one proposal in response to this solicitation. NOTE: This restriction set forth in this paragraph is not applicable to subcontractors.

By submitting a proposal in response to this RFP, Respondent represents and warrants to BJCTA that Respondent has or will acquire all of the licenses, certifications, permits, bonding capacity and insurance.

By submitting a proposal concerning this procurement, Respondent acknowledges that it is familiar with all laws applicable to this procurement, including, but not limited to, all of BJCTA’s policies and procedures (as the same may change from time to time), all of which is incorporated into this RFP by this reference.

1.5 No Offer by BJCTA; Firm Offer by Respondent:

This procurement does not constitute an offer by BJCTA to enter into an agreement and cannot be accepted by any Respondent to form an agreement. This procurement is only an invitation for offers from interested Respondents and no offer or proposal shall bind BJCTA. However, Respondent’s offer is a firm offer to BJCTA for a period of 120 calendar days from the Proposal Deadline and may not be withdrawn during such time period.

1.6 Pre-Proposal Conference

A pre-bid/proposal conference is not required for this solicitation.

Each Respondent is responsible for being fully informed regarding all existing and expected conditions and matters that may affect the cost or the performance of the Services. Any failure to fully investigate the requirements of this RFP shall not relieve any Respondent from the responsibility to properly estimate the difficulty or cost of successfully performing the Services being sought under this RFP.

1.7 Electronic Proposals

All proposals must be submitted electronically through BJCTA’s designated e-procurement system, PlanetBids, on or before the date and time specified in this solicitation.

BJCTA shall not be responsible for proposals that are not received in the PlanetBids system by the stated deadline due to technical difficulties, internet connectivity issues, user error, incomplete uploads, file corruption, or any other cause. Respondents are solely responsible for ensuring that their proposal is fully uploaded, submitted, and acknowledged by the PlanetBids system prior to the deadline.

Late submissions will not be accepted and will be deemed non-responsive.

1.8 Electronic Submission Clause

All bid pricing must be submitted on the official bid forms provided within the solicitation.

Any pricing information provided outside of the designated pricing forms, including but not limited to comments, notes, or attachments not expressly identified as pricing forms, shall not be considered.

Bidders are solely responsible for ensuring that all pricing is correctly entered and submitted in the proper format prior to the bid deadline.

BJCTA will not interpret, reconcile, or accept conflicting pricing information.

1.9 Additional Documentation

Each Respondent, if successful, acknowledges and agrees to submit such additional documentation (e.g., insurance/bonds, etc.) promptly after an award pursuant to any notice provided by BJCTA and as required by the terms of this RFP and the Contract.

1.10 Restrictions on Communication

Respondents are prohibited from communicating with the Board of Directors of BJCTA and BJCTA staff regarding the RFP or Proposals from the time the RFP has been released until the time the contract has been awarded. These restrictions extend to "thank you" letters, phone calls, emails and any contact that results in direct or indirect discussion of the RFP and/or Proposal submitted by Respondents. Violation of this provision by Respondent and/or its agent may lead to disqualification of Respondent’s proposal from consideration. Exceptions to the restrictions on communication with BJCTA employees include:

Respondents may submit written questions concerning this RFP to the Procurement Office via PlanetBids, until the close of business on the date and time listed on this solicitation schedule of events. Responses will be posted in the form of an Addendum to the RFP on BJCTA’s PlanetBids portal to all who registered on the Respondents list. Respondents may provide responses to questions asked of them by the staff contact person after responses are received and opened.

During interviews, if there are any, verbal questions, and explanations will be permitted. BJCTA reserves the right to contact any Respondent to negotiate if such is deemed desirable by BJCTA.

It is the responsibility of each Respondent to obtain a copy of all responses and/or any addenda issued for this procurement by monitoring BJCTA’s PlanetBids Vendor Portal. No Respondent may rely on any verbal response to any question concerning this procurement. All Respondents (and any representative thereof) are strictly prohibited from contacting any BJCTA employees (or third-party representatives or consultants of BJCTA) on any matter having to do with this procurement. All communications by any Respondent must be made with BJCTA’s contact person or any other BJCTA employees or representatives designated by the Director of Procurement.

1.11 Cone of Silence

To ensure a proper and fair evaluation, the BJCTA has established a Cone of Silence applicable to the Competitive Solicitation, including RFIs, RFPs, RFQs, and ITBs. The cone of silence is designed to protect the integrity of the procurement process by shielding it from undue influences. The cone of silence will be imposed on the Competitive Solicitation beginning on the date of the posting on BJCTA ’s website and ending with an award or decision prescribed in the BJCTA ’s Procurement Policy.

The cone of silence prohibits any communication regarding a specific RFI, RFP, RFQ, or ITB between:

a. A potential Respondent, including its representative(s) (which includes vendors, service providers, Respondents, lobbyists, and consultants), and BJCTA staff or BJCTA consultants engaged to assist the BJCTA on a specific RFP, RFQ, or ITB, except for communications with the BJCTA ’s procurement agent or other supporting procurement staff responsible for administering the procurement, provided the communication is strictly limited to procedural matters of the Competitive Solicitation.

b. A potential Respondent including its representative(s) (which includes vendors, service providers, Respondents, lobbyists, and consultants), and a Board member.

c. A potential Respondent including its representative(s) (which includes vendors, service providers, Respondents, lobbyists, and consultants.

d. Unless specifically provided otherwise in the applicable solicitation document, in addition to the exceptions set forth above, the cone of silence does not apply to:

e. Oral communications at the pre-proposal or pre-proposal conference.

f. Oral communication during any duly noticed Board meeting.

g. Communications relating to protests made in accordance with this Procurement Policy.

Notice of the cone of silence requirements will be included in all Competitive Solicitation documents. The notice will include the name and email of the BJCTA ’s procurement agent to whom communications regarding procedural matters of the Competitive Solicitation can be made. The notice will also include a statement that any violation of the Cone of Silence by a Respondent and their representative(s) may void its response as well as any resulting contract awarded to them.

Please contact: Rita Barren, Director of Procurement at rbarren@bjcta.org regarding procedural matters.

1.12 Proposal Receipt and Confidentiality

Proposals will be received electronically via BJCTA’s PlanetBids system until the date and time specified in this solicitation.

Proposals will not be publicly opened. The contents of all proposals shall be kept confidential to the extent permitted by applicable law until an award recommendation is issued or a Notice of Intent to Award is published. At that time, proposal information may be subject to disclosure in accordance with the Alabama Open Records Act, except for proprietary or confidential information properly identified by the Proposer. All proposals will be evaluated based solely on the evaluation criteria set forth in this RFP.

1.13 Ownership of Proposals

Each proposal submitted to BJCTA will become the property of BJCTA, without compensation to a Respondent, for BJCTA’s use, at BJCTA’s sole discretion. BJCTA is not liable to pay any cost incurred in the preparation of a Qualification or Proposal. BJCTA reserves the right to cancel the RFP or issue a subsequent RFP at any time during the solicitation process.

1.14 Disclosure of Proposal Contents

All proposal information, including detailed cost information, will be held in confidence during the evaluation process and prior to the time a notice of intent to award is issued. Thereafter, proposals will become public information.

1.15 Price Proposal Evaluation

The BJCTA will evaluate price proposals for reasonableness, completeness, and realism as appropriate. Each Proposer’s cost will be reviewed in terms of the following which are equal in importance:

(1) Any offer which is materially unbalanced may be rejected. An unbalanced offer is one which is based on prices that are significantly overstated for some items and understated for other items.

mailto:rbarren@bjcta.org

(2) The BJCTA will compare the price proposals to the BJCTA’s independent cost estimate (ICE) and otherwise determine reasonableness by performing a price analysis if adequate competition exists. A cost analysis will be performed if adequate price competition does not exist, to ascertain whether the proposed price is fair and reasonable; and

(3) The Proposer shall provide certified cost or pricing data as requested by the BJCTA Procurement

Department.

1.16 Proposal Evaluation Criteria

The following criteria will be used to evaluate and rank proposals submitted by responsible and responsive Proposers for the purpose of determining the competitive range, if applicable, and for making a contract award.

BJCTA will first review all proposals for responsiveness to the requirements of this RFP. Only those proposals deemed responsive will be evaluated and scored based on the criteria set forth below.

Any exceptions, conditions, or reservations to the requirements of this RFP must be clearly identified in the proposal. Such exceptions may be considered during the evaluation process and may affect the Proposer’s overall score or determination of responsiveness.

A. Experience and Qualifications - 25%

• Demonstrated experience with Benefits Broker & Consultant Services processes

• Knowledge of Federal guidance (FTA Circular 4220.1F / 1G – Competitive Proposals for Professional Services and 2 CFR 200.320(d) - Competitive Proposals Method and requirements

• Experience with similarly sized transit agencies

• Qualifications of key personnel

B. Technical Approach and Methodology – 20%

• Understanding of BJCTA’s needs and objectives

• Approach to reviewing current processes

• Ability to provide actionable, implementable recommendations

• Inclusion of best practices and innovation

C. Project Management and Schedule – 20%

• Realistic timeline and deliverables

• Project organization and communication plan

• Ability to meet deadlines and manage stakeholder coordination

D. Past Performance and References – 15%

• Performance on similar projects

• Client satisfaction

• Demonstrated success in implementing process improvements

E. Cost Proposal - 20%

• Reasonableness and transparency of cost

• Alignment with proposed scope and level of effort

• Value relative to services offered

1.17 Taxes

BJCTA is exempt at time of purchase from all sales, excise, and transportation taxes, except State of Alabama gasoline tax. Exemption certificates are available and will be furnished by BJCTA upon request after Contract award. The price proposal should be exclusive to all such taxes and will be construed.

1.18 Rejection of Proposals; Cancellation of RFP; Waiver of Technicalities BJCTA reserves the right to reject any/or all bids or to waive any technical defect in a bid before or after bid submission. BJCTA also reserves the right to cancel this RFP at any time for any reason or no reason. Additionally, BJCTA may, by addendum, modify any provision or part of this RFP at any time prior to the bid due date and time. The Bidder shall not rely on oral clarifications to the RFP unless they are confirmed, in writing, by BJCTA in an issued addendum. BJCTA also reserves the right to award based upon Bidder’s original submission without discussion.

1.19 Alabama Open Records Act

The Contractor acknowledges that the Recipient is subject to the Alabama Open Records Act, Ala.

Code § 36-12-40 et seq., which requires disclosure of public records upon request, unless exempted by law. The Contractor agrees to maintain the confidentiality of sensitive information as permitted under federal law and regulations, including any proprietary or trade secret information, and to cooperate with the Recipient in responding to any public records requests. In the event that a request is made for records provided by the Contractor, the Recipient will notify the Contractor and allow reasonable time to seek a protective order or other legal remedy before releasing any information deemed confidential or proprietary. Nothing in this clause shall be construed to prohibit the Recipient from complying with the Alabama Open Records Act or any other applicable state or federal laws.

1.20 Protests

Any protest or objection to this RFP or the solicitation process related to this RFP must be submitted, in a timely manner, in accordance with the Protest Procedures set forth on BJCTA’s website at https://maxtransit.org/protest-of-procurement/.

1.21 Nondiscrimination on the Basis of Sex.

The Recipient agrees to comply with Federal prohibitions against discrimination on the basis of sex, including: (1) Title IX of the Education Amendments of 1972, as amended, 20 U.S.C. § 1681 et seq.,

(2) U.S. DOT regulations, “Nondiscrimination on the Basis of Sex in Education Programs or Activities Receiving Federal Financial Assistance,” 49 C.F.R. part 25, and (3) Federal transit law, specifically 49 U.S.C. § 5332, as stated in section A.

1.22 Nondiscrimination on the Basis of Age.

The Recipient agrees to comply with Federal prohibitions against discrimination on the basis of age, including: (1) The Age Discrimination in Employment Act (ADEA), 29 U.S.C. §§ 621 – 634, which prohibits discrimination on the basis of age, (2) U.S. Equal Employment Opportunity Commission (U.S. EEOC) regulations, “Age Discrimination in Employment Act,” 29 C.F.R. part 1625, which implements the ADEA, (3) The Age Discrimination Act of 1975, as amended, 42 U.S.C. § 6101 et seq., which prohibits discrimination against individuals on the basis of age in the administration of programs or activities receiving Federal funds, (4) U.S. Health and Human Services regulations, “Nondiscrimination on the Basis of Age in Programs or Activities Receiving Federal Financial Assistance,” 45 C.F.R. part 90, which implements the Age Discrimination Act of 1975, and (5) Federal transit law, specifically 49 U.S.C. § 5332, as stated in Section A.

https://maxtransit.org/protest-of-procurement/

1.23 Nondiscrimination on the Basis of Disability.

The Recipient agrees to comply with the following Federal prohibitions pertaining to discrimination against seniors or individuals with disabilities: (1) Federal laws, including: (a) Section 504 of the Rehabilitation Act of 1973, as amended, 29 U.S.C. § 794, which prohibits discrimination on the basis of disability in the administration of federally funded programs or activities, (b) The Americans with Disabilities Act of 1990 (ADA), as amended, 42 U.S.C. § 12101 et seq., which requires that accessible facilities and services be made available to individuals with disabilities, 1 General. Titles I, II, and III of the ADA apply to FTA Recipients, but 2 Indian Tribes. While Titles II and III of the ADA apply to Indian Tribes, Title I of the ADA exempts Indian Tribes from the definition of “employer,” (c) The Architectural Barriers Act of 1968, as amended, 42 U.S.C. § 4151 et seq., which requires that buildings and public accommodations be accessible to individuals with disabilities, (d) Federal transit law, specifically 49 U.S.C. § 5332, which now includes disability as a prohibited basis for discrimination, and (e) Other applicable laws and amendments pertaining to access for elderly individuals or individuals with disabilities, (2) Federal regulations, including: (a) U.S. DOT regulations, “Transportation Services for Individuals with Disabilities (ADA),” 49 C.F.R. part 37, (b) U.S. DOT regulations, “Nondiscrimination on the Basis of Disability in Programs and Activities Receiving or Benefiting from Federal Financial Assistance,” 49 C.F.R. part 27, (c) U.S. DOT regulations, “Transportation for Individuals with Disabilities: Passenger Vessels,” 49 C.F.R. part 39,

(d) Joint U.S. Architectural and Transportation Barriers Compliance Board (U.S. ATBCB) and U.S.

DOT regulations, “Americans With Disabilities (ADA) Accessibility Specifications for Transportation Vehicles,” 36 C.F.R. part 1192 and 49 C.F.R. part 38, (e) U.S. DOJ regulations, “Nondiscrimination on the Basis of Disability in State and Local Government Services,” 28 C.F.R. part 35, (f) U.S. DOJ regulations, “Nondiscrimination on the Basis of Disability by Public Accommodations and in Commercial Facilities,” 28 C.F.R. part 36, (g) U.S. EEOC, “Regulations to Implement the Equal Employment Provisions of the Americans with Disabilities Act,” 29 C.F.R. part 1630, (h) U.S. Federal Communications Commission regulations, “Telecommunications Relay Services and Related Customer Premises Equipment for Persons with Disabilities,” 47 C.F.R. part 64, Subpart F, (i) U.S.

ATBCB regulations, “Electronic and Information Technology Accessibility Standards,” 36 C.F.R. part 1194, and (j) FTA regulations, “Transportation for Elderly and Handicapped Persons,” 49 C.F.R. part 609, and (3) Other applicable Federal civil rights and nondiscrimination guidance.

1.24 Drug or Alcohol Abuse

Confidentiality and Other Civil Rights Protections. The Recipient agrees to comply with the confidentiality and civil rights protections of: (1) The Drug Abuse Office and Treatment Act of 1972, as amended, 21 U.S.C. § 1101 et seq., (2) The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970, as amended, 42 U.S.C. § 4541 et seq., and (3) The Public Health Service Act, as amended, 42 U.S.C. §§ 290dd – 290dd-2.

1.25 Access to Services for People with Limited English Proficiency.

Except as the Federal Government determines otherwise in writing, the Recipient agrees to promote accessibility of public transportation services to people whose understanding of English is limited by following: 1) Executive Order No. 13166, “Improving Access to Services for Persons with Limited English Proficiency,” August 11, 2000, 42 U.S.C. § 2000d-1 note, and (2) U.S. DOT Notice, “DOT Policy Guidance Concerning Recipients’ Responsibilities to Limited English Proficiency (LEP) Persons,” 70 Fed. Reg. 74087, December 14, 2005.

1.26 Other Nondiscrimination Laws.

Except as the Federal Government determines otherwise in writing, the Recipient agrees to: (1) Comply with other applicable Federal nondiscrimination laws and regulations, and (2) Follow Federal guidance prohibiting discrimination.

1.27 Remedies.

Remedies for failure to comply with applicable Federal Civil Rights laws and Federal regulations may been forced as provided in those Federal laws or Federal regulations.

1.28 RFP Selection Process Timeline

The proposed schedule for submittal reviews and notification is as follows:

RFP No. 2026-06 - Schedule of Events Date

RFP Issued - Advertised Via PlanetBids Portal & News Wednesday, August 19, 2026

Deadline to Receive Written Questions/Inquiries Wednesday, September 9, 2026, at 3:00 PM

Deadline to Answer Written Questions/Inquiries Wednesday, September 16, 2026, at 3:00 PM

Proposal Deadline Via PlanetBids Portal Wednesday, September 23, 2026, at 2:00 PM

Anticipated Date for Award - Board Approval Thursday, October 15, 2026

All time is CST(CT) time zone.

PART 2: CONTENT OF PROPOSALS AND SUBMITTALS

2.1 General Content of Proposals

A Respondent must submit a complete proposal in response to this RFP in the format specified in this RFP.

2.2 Definitions for Technical Evaluation

Clarifications: Communications with a Respondent for the sole purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in the proposal. Unlike discussions, clarifications do not give the Respondent an opportunity to revise or modify its proposal, except to the extent that correction of apparent clerical mistakes results in revisions.

Discussions: Oral or written communications including negotiations between the BJCTA and a Respondent (other than clarifications) that involves information essential for determining the acceptability of the proposal or to cure identified defects in the proposal.

Deficiencies: Defects in the proposal which preclude acceptance. Involves any part of the Respondent’s proposal which would not satisfy the BJCTA’s minimum requirements established in the solicitation.

Including failures to meet specifications, submit information, or questionable technical or management approaches. Items disclosed during discussions are review in two categories: material-basis for rejection because further discussions would be meaningless; curable – may be corrected by clarifications or discussions and brought into the competitive range.

Weakness: Includes ambiguities, lack of complete descriptions, errors in interpretation, and inadequate information, all of which are considered curable in discussions. An excessive number of clarifications may constitute a weakness.

Strengths: Elements of the proposal that exceed the minimum requirements of the solicitation and provide an identified benefit to BJCTA.

2.3 Technical Proposal

The Technical Proposal shall contain all information, documentation, and submittals required by this RFP or offered by the Respondent in support of its proposal. The proposal must be complete, organized, and presented in the sequence outlined below.

a. Title Page

The title page shall include the following information:

• RFP number and title

• Respondent’s legal name and address

• Name, title, telephone number, and email address of the authorized contact person(s)

• Date of proposal submission

b. Table of Contents

Provide a clear and detailed Table of Contents that identifies each section and corresponding page number. The Table of Contents must align with the format and requirements of this RFP.

c. Transmittal Letter Include a signed Transmittal Letter on the Respondent’s letterhead that:

• Confirms the Respondent’s understanding of the work to be performed

• States the Respondent’s commitment to perform the work within the specified timeframe

• Highlights and demonstrate why the Respondent is best qualified to perform the work

d. Executive Summary

Provide an overview of the Respondent’s qualifications and a high-level description of the proposed approach or solution. At a minimum, the Executive Summary shall include:

• The complete legal name of the Respondent and each entity comprising the Respondent, if applicable

• The domicile (state of organization) and brief history of each entity

• The Respondent’s legal structure (e.g., corporation, partnership, LLC, joint venture)

• Name, title, address, phone number, and email of the primary contact

e. Response to Requirements

The Respondent must provide a detailed narrative describing how the proposed services will meet BJCTA’s requirements and project objectives. The response should demonstrate a clear understanding of the scope of work, methodology, and strategies for achieving BJCTA’s goals.

f. Organizational Structure and Key Personnel

The Respondent shall provide the following:

1. Organizational Chart: Illustrating the Respondent’s management structure and reporting relationships.

2. Resumes: For all key personnel identified in the organizational chart, including:

o Name and title o Professional background and relevant experience o Education and certifications o Current and past employment

3. Legal Form: Identify the legal form and domicile of the Respondent. If the Respondent is a partnership, joint venture, or affiliation, include organizational documents and a brief description of the rights and obligations of each participant.

4. Authority Statement: Identify the level of authority vested in each key individual to make decisions on behalf of the Respondent.

5. Authorized Contact: Provide the name, address, phone number, and email of the person authorized communicate on behalf of the Respondent.

6. Disclosure of Disputes: List any outstanding disputes or business relationships involving the Respondent and the following entities (if applicable):

o BJCTA o USDOT / Federal Transit Administration o Alabama Department of Transportation o City of Birmingham, Jefferson County, and surrounding municipalities listed in the RFP

Also, disclose any other disputes that may impact the Respondent’s ability to perform under this Contract.

g. Client References and Client List Respondents must provide:

1. Client References: At least three (3) written client reference letters or statements for similar projects, including project name, client name, and contact information.

2. Client List: A list of all the clients Respondent has worked with in the past five (5) years.

Note: By submitting a proposal, the Respondent authorizes BJCTA to contact any reference or client provided.

h. Experience and Qualifications

To allow BJCTA to evaluate the Respondent’s capabilities, provide the following information for the Respondent and, if applicable, each member of a joint venture or partnership:

• Client Projects: List of recent similar projects completed within the last five (5) years.

• Scope of Services: Summary of services provided for each project.

• Project Schedule: Start and completion dates, including significant milestones. a simplified excel Gantt Chart is acceptable for this project.

• Team Composition: Roles and qualifications of key personnel involved.

• References: Contact information for client references familiar with the Respondent’s performance.

Note: For partnerships, joint ventures, or newly formed entities, minimum qualifications must be met by the entity or individuals owning and controlling a majority equity interest (51%).

Key Personnel Commitment: The personnel identified in the Proposal are considered essential to the successful performance of the Contract. Following contract award, the Contractor shall not remove, replace, or reassign any key personnel without the prior written approval of BJCTA. Any proposed replacement shall possess qualifications and experience equal to or greater than those of the individual being replaced. BJCTA reserves the right to reject proposed substitutions that do not meet the requirements of the Contract.

i. Financial Information

BJCTA must evaluate the Respondent’s financial capacity to perform this project. Respondents shall submit:

1. Audited Financial Statements for the past three (3) years (e.g., 2022, 2023, 2024), including:

o Balance Sheet o Income Statement o Statement of Cash Flows or Changes in Financial Position o If current year audits are unavailable, submit unaudited summary statements for the current year.

2. References:

o Contact information for two (2) commercial banking references.

o (Optional: two institutional partners, if required.)

3. Contingent Liabilities: Disclose any significant contingent liabilities, guaranteed loans, or other obligations that may impact the Respondent’s financial stability.

4. Confidentiality:

Any financial statements deemed proprietary should be clearly marked as Confidential –

Proprietary Information. Failure to provide the required financial information may result in the proposal being deemed non-responsive.

BBJCTA reserves the right to conduct discussions, request clarifications, interview the highest-ranked proposers, request Best and Final Offers (BAFOs), or negotiate the final scope of services and compensation with the highest-ranked responsive and responsible proposer before recommending contract award.

24. Price Proposal

Each Respondent must complete and submit the Price Proposal Form (Attachment A) provided with this

RFP.

Failure to submit the Price Proposal Form may, at BJCTA’s sole discretion, result in the Respondent being deemed non-responsive and/or non-responsible.

EXHIBIT A

SCOPE OF WORK AND DELIVERABLES

Employee Benefits Broker and Consulting Services

1. GENERAL REQUIREMENTS

The Birmingham-Jefferson County Transit Authority ("BJCTA") seeks a qualified and experienced Employee Benefits Broker and Consultant to serve as its Benefits Broker of Record and strategic advisor to the Human Resources Department.

The Contractor shall provide comprehensive brokerage, consulting, compliance support, market analysis, employee communication, and benefits administration consulting services designed to assist BJCTA in maintaining a competitive, compliant, and cost-effective employee benefits program.

The Contractor shall perform all services in accordance with:

• BJCTA Procurement Policies and Procedures

• Applicable State of Alabama laws and regulations

• HIPAA Privacy and Security Rules, where applicable

• ACA, COBRA, ERISA, FMLA, and other applicable federal employment and benefits laws

• All applicable insurance regulations

Note: If this contract is funded, in whole or in part, with Federal Transit Administration (FTA) funds, the Contractor shall comply with all applicable federal contract requirements contained in the solicitation.

2. SCOPE OF SERVICES

The Contractor shall provide the following services throughout the contract term.

2.1 Strategic Benefits Advisory Services

The Contractor shall:

• Serve as BJCTA's primary Benefits Advisor.

• Provide ongoing consultation to the Human Resources Department regarding employee benefits.

• Recommend long-term benefit strategies aligned with organizational objectives.

• Assist with budgeting and forecasting future benefit costs.

• Provide annual strategic planning sessions with HR leadership.

• Identify opportunities for cost savings while maintaining competitive benefits.

2.2 Benefits Brokerage Services

The Contractor shall:

• Serve as Broker of Record for all benefit plans.

• Market insurance plans to qualified carriers.

• Negotiate renewals with insurance providers.

• Recommend benefit plan improvements.

• Evaluate alternative funding arrangements when appropriate.

• Prepare carrier comparisons and recommendations.

Current benefit programs include, but are not limited to:

• Medical

• Prescription Drug

• Dental

• Vision

• Employee Assistance Program (EAP)

• Basic Life Insurance

• Supplemental Life Insurance

• Accidental Death and Dismemberment

• Dependent Life Insurance

• Flexible Spending Accounts

• Short-Term Disability

BJCTA reserves the right to add or remove benefit programs during the contract term.

2.3 Benefits Administration Support

• Support the annual Open Enrollment process.

• Coordinate with insurance carriers.

• Assist HR with employee meetings.

• Provide enrollment materials.

• Assist with employee benefit communications.

• Provide ongoing enrollment support.

2.4 Compliance Services

The Contractor shall assist BJCTA with compliance regarding:

• Affordable Care Act (ACA)

• COBRA

• HIPAA

• ERISA

• FMLA (benefit-related guidance)

• Section 125 Plans

• Federal reporting requirements, as applicable

The Contractor shall notify BJCTA of significant regulatory changes affecting employee benefits.

The Contractor shall not provide legal advice.

2.5 Claims and Utilization Analysis

The Contractor shall:

• Review claims experience.

• Identify utilization trends.

• Analyze cost drivers.

• Recommend cost containment initiatives.

• Provide quarterly claims reports.

• Benchmark BJCTA's plans against comparable employers.

2.6 Employee Education

• Conduct employee benefit education sessions.

• Provide educational materials.

• Assist employees with benefit questions.

• Support annual enrollment meetings.

• Provide wellness education resources when available.

2.7 Vendor Management

• Coordinate communications with insurance carriers.

• Monitor carrier performance.

• Escalate unresolved service issues.

• Review carrier service levels.

• Assist with implementation of new benefit programs.

3. REQUIRED DELIVERABLES

At a minimum, the Contractor shall provide:

Deliverable Frequency

Annual Benefits Strategic Plan Annually

Renewal Marketing Report Annually

Renewal Recommendation Report Annually

Cost Projection Report Annually

Claims Utilization Report Quarterly

Benefits Benchmark Report Annually

Compliance Update Memorandum As Needed

Open Enrollment Communication Package Annually

Employee Education Sessions Annually (minimum one)

Deliverable Frequency

Quarterly Account Review Meeting Quarterly

Carrier Performance Evaluation Annually

4. PROPOSAL RESPONSE REQUIREMENTS

The following information shall be included in the Proposer's response.

A. Firm Qualifications

Describe:

• Company history

• Years in business

• Public sector experience

• Transit agency experience (if applicable)

B. Brokerage Services

Provide:

• Description of brokerage services

• Description of consulting services

• Benefit lines currently brokered

• Insurance carriers represented

• Experience with self-funded and fully insured plans

C. Cost Management Strategy

Describe:

• Strategies to control healthcare costs

• Wellness initiatives

• Plan design recommendations

• Claims analytics

• Pharmacy management experience

D. Account Management

• Assigned account team

• Customer service structure

• Office hours

• Response times

• Escalation procedures

E. Claims Analytics

Describe:

• Claims auditing capabilities

• Reporting software

• Data analytics tools

• Benchmarking resources

F. Technology

• Online enrollment tools

• Employee portals

• Reporting capabilities

• HR support technology

G. Actuarial Resources

• Internal actuarial staff

• Consulting capabilities

• Financial forecasting

• Data analytics

H. Wellness Programs

Describe available:

• Wellness resources

• Preventive care initiatives

• Employee engagement tools

• Health coaching

• Incentive programs

I. Compensation Disclosure

Clearly identify:

• Whether compensation is commission-based, fee-based, or a combination.

• How commissions are calculated.

• Any consulting fees.

• Any administrative fees.

• Any contingent commissions.

• Any bonuses or incentives received from insurance carriers.

• Any other direct or indirect compensation.

Failure to fully disclose all sources of compensation may render the proposal non-responsive.

PART 3: SPECIAL TERMS AND CONDITIONS

3.1 Personnel

The Respondent shall state that it has, or will secure at its own expense, all personnel required in responding to this RFP. Such personnel shall not be employees of or have any contractual relationship with the BJCTA. All the services required hereunder will be performed by or on behalf of Respondent. All personnel engaged in performing in this RFP shall be fully qualified and shall be authorized, if applicable, under state and local law, to perform such services.

3.2 Familiarity

The submission of a proposal shall constitute an acknowledgment that the Respondent has thoroughly examined and is familiar with the RFP in every detail and agrees with all the conditions.

3.3 Restriction on Disclosure and Use of Data

The BJCTA shall provide all reasonable precautions to ensure that proprietary, technical, and pricing information remains within the review process. Respondents shall attach to any proprietary data submitted with the solicitation of the following legend:

a. This data furnished pursuant to this RFP shall not be disclosed outside the BJCTA, be duplicated, or used in whole or in part, for any purpose other than to evaluate the offer; provided that, if a contract is awarded based on that offer, the BJCTA shall have the right to duplicate, use, and disclose this data, in any manner and for any purpose whatsoever.

b. This information does not limit the BJCTA's right to use information contained in this data if it is or has been obtained by the BJCTA from another independent legitimate source.

c. Except for the foregoing limitation, the BJCTA may duplicate, use, and disclose in any manner and for any purpose whatsoever and have others so do, all data furnished in response to this solicitation."

3.4 Employment Restriction Warranty

a. The Respondent warrants that it will not offer employment to any officer or employee of the Birmingham-Jefferson County Transit Authority (BJCTA) who has been involved, directly or indirectly, in any matter of financial interest to the Respondent until at least one (1) year after the officer or employee has ceased involvement in our responsibility for the matter.

b. The Respondent further warrants that it will not employ any BJCTA officer or employee who has had direct responsibility for any matter of financial interest to the Respondent within the year prior to the retirement or termination of the officer or employee until at least one (1) full year after such officer or employee has left the employment of the BJCTA.

c. The one (1) year requirement described in this provision may be waived at the discretion of the BJCTA if the employee or former employee has been subject to a Reduction in Force; in such case, BJCTA will provide the Respondent with a letter to that effect.

d. If a waiver is granted, or if a former employee of the BJCTA is eventually hired, the Respondent shall be responsible for ensuring that the former employee is not directly involved in negotiating or otherwise dealing with BJCTA on any matter over which such employee had responsibility during his or her period of employment at BJCTA.

e. Should the Respondent fail to comply with paragraphs (a), (b), or (d) above, BJCTA shall have the right to terminate the contract and/or mark the Respondent non-responsive with a written notice.

Language and Currency As regards this solicitation and the resultant contract:

a. All communications (oral, written, electronic, and otherwise including but, not limited to software coding) shall be in the English language.

b. All pricing shall be in United States dollars.

3.5 DBE Participation

No DBE goals or participation requirements apply to this project. However, all contractors must comply with applicable nondiscrimination requirements under 49 CFR Part 26.

3.6 Compensation Transparency Requirement

Proposers shall fully disclose all forms of direct and indirect compensation associated with the services proposed, including but not limited to commissions, consulting fees, contingent commissions, carrier incentive payments, bonuses, marketing allowances, administrative fees, profit-sharing arrangements, and any other remuneration. Failure to provide complete and accurate disclosure may result in the proposal being deemed non-responsive or, if discovered after award, may constitute grounds for contract termination.

PART 4: PROPOSAL SUBMITTAL FORMS

Attachments Required

Attachment A - Proposal Cover Sheet ✓

Attachment B - Cost Proposal Form and Deliverables Schedule ✓

Attachment C - Price Sheet ✓

Attachment D - Acknowledgement of Addenda ✓

Attachment E - Non-Collusion Affidavit ✓

Attachment F - Debarment Certification ✓

Attachment G - Byrd Anti-Lobbying Certification ✓

Attachment H - Lobbying Certification ✓

Attachment I - Conflict of Interest Disclosure ✓

Attachment J - Title VI Assurance ✓

Attachment K - EEO Certification ✓

Attachment L - Immigration/E-Verify Affidavit ✓

Attachment M - Insurance Acknowledgment ✓

Attachment N - Confidentiality Certification ✓

Attachment O - Certification of Data Security and Confidentiality ✓

Attachment P - Vendor Information Form ✓

Attachment Q - References Form ✓

Attachment R - Organizational Conflict of Interest Disclosure ✓

Attachment S - Certification of Authority to Bind Company ✓

Attachment T - Sample Contract Agreement ✓

Attachment U - Proposal Checklist ✓

Appendix A - Broker Compensation Disclosure Form ✓

Appendix B - Broker of Record (BOR) Transition Plan ✓

Appendix C - Service Level Standards and Performance Guarantees ✓

Appendix D - Client References Questionnaire ✓

Appendix E - Key Personnel Qualifications Form ✓

Appendix F - Evaluation Criteria & 100-Point Scoring Matrix ✓

Appendix G - Federal Clauses ✓

Birmingham-Jefferson County Transit Authority

ATTACHMENT A

PROPOSAL COVER SHEET

REQUEST FOR PROPOSALS (RFP)

SOLICITATION INFORMATION

Solicitation Number: RFP No. 2026-06

Solicitation Title: Benefits Broker & Consultant Services

Proposal Due Date: Wednesday, September 23, 2026_______Proposal Due Time: 2:00 PM (CST)

PROPOSER INFORMATION

Legal Name of Firm:

Corporate Address:

City ______________________________________________ State ______ Zip __________

PRIMARY CONTACT

Name:

Title:

Telephone:

Mobile:

Email Address:

COMPANY INFORMATION

State of Incorporation:

Year Established:

Federal Employer Identification Number (FEIN):

Unique Entity Identifier (UEI):

SAM.gov Registration Expiration Date:

Alabama Business License Number (if applicable):

DUNS Number (if applicable):

Number of Employees:

Website:

PROPOSAL CERTIFICATION

By signing below, the undersigned certifies that:

☐ The proposer has carefully examined and understands all requirements of this Request for Proposals.

☐ The proposer agrees to furnish all services described in the solicitation in accordance with the submitted proposal.

☐ The proposer acknowledges receipt of all Addenda issued for this solicitation.

☐ The proposer certifies that all information…