Botetourt County Public Schools is seeking proposal from qualified providers of insurance consulting services.

Botetourt County Public Schools (BCPS) in Fincastle, Virginia is issuing a Request for Proposal (RFP #2026-2000) for qualified insurance consultant services to be procured through competitive negotiations. The school district, which serves approximately 4,200 students across 543 square miles with over 700 staff members, seeks a Virginia-licensed consulting firm to provide comprehensive employee health and benefits program services. Required deliverables include continuous regulatory compliance review, guidance on all benefit plans (health, dental, vision, life, AD&D, LTD, and EAP), consultation on governmental mandates (ACA, FMLA, COBRA, HIPAA, ADA, USERRA, and ARP), employee communication assistance, renewal management, risk analysis, RFP support, and GASB valuation review. Consultants must not be insurance agents or maintain financial relationships with insurance carriers or agents, and must carry specific insurance coverage including Workers' Compensation (statutory), Employers Liability ($100,000), General Liability ($500,000 with BCPS and Virginia named as additional insured), and Automobile Liability ($500,000). Sealed proposals are due May 15, 2026, at 3:00 PM at the BCPS Finance Department, 143 Poor Farm Road, Fincastle, Virginia 24090, and must include one original and five copies with a completed General Information Form, detailed service plan, organizational background, financial documentation, key personnel resumes, experience descriptions, and four recent references. Proposals will be evaluated on a 100-point scale: Plan for Providing Services (30 points), Experience and Qualifications (30 points), Price (30 points), and References (10 points). The initial contract term is one year with four optional one-year renewals, and BCPS reserves the right to cancel the contract with 60 days' written notice.

No specific set-aside designations or disadvantaged enterprise requirements are identified in the RFP documentation. No incumbent vendors, current contractors, or existing infrastructure integration requirements are referenced in the procurement materials. The RFP does not specify a budget amount or funding source; rather, compensation will be negotiated based on the consultant's submitted hourly rates for all employees and the terms agreed upon by BCPS. No bidders' conference, site visit, or specific award date has been established for this procurement. Interested firms should note that BCPS reserves the right to terminate the contract without penalty after the initial 12-month period with 60 days' written notice, providing flexibility in the agreement structure based on organizational needs and performance.