Employee Benefits Consultant

The City of Round Rock, Texas is issuing Request for Proposal 25-004 to procure comprehensive Employee Benefits Consulting Services from a qualified firm. The procurement serves Williamson County and involves strategic, financial, actuarial, compliance, communication, wellness, and administrative support for approximately 1,150 benefits-eligible employees and 2,400 covered individuals. The City operates a self-funded health benefits program with two co-pay plan options (PPO and EPO types), maintains an on-site health clinic providing personal and occupational health services, and offers ancillary benefits including dental, vision, EAP, disability, life insurance, accident, critical illness, hospital indemnity, and pre-paid legal/identity theft prevention services. Deliverables and key objectives include providing full-service advisory support customized to the City's specific needs and long-term strategic objectives related to employee and retiree benefits and wellness programs. Required qualifications include adequate organization, facilities, equipment, financial capability, and personnel, with respondents domiciled in or maintaining a home office inside the United States; no subcontracting is permitted. The evaluation criteria are weighted as follows: Respondent's Solution, Approach, and Timeline (40 points), Company Work Experience and Personnel (30 points), and Cost (30 points), for a maximum of 100 points. The proposal submission deadline is February 10, 2026, at 3:00 PM CST through the City's electronic bidding platform, Bonfire, with written questions due by January 19, 2026, at 5:00 PM CST and City responses posted approximately January 21, 2026, at 5:00 PM CST. The initial contract term shall be sixty months from the date of award with an optional hold-over period of up to 120 days upon contract expiration.

The solicitation does not contain any set-aside designations or disadvantaged enterprise requirements. Respondents must be domiciled in or have a home office inside the United States and certify compliance with federal suspension and debarment requirements under 2 CFR Part 180, as well as Texas Government Code chapters 2270 and 2274 regarding boycotts of Israel and energy companies and discrimination against firearm entities. No incumbent vendor or current contractor is identified in the solicitation documents. Respondents must maintain General Liability Insurance with minimum coverage of $300,000 bodily injury per occurrence and $50,000 property damage per occurrence, along with appropriate Professional Liability Insurance as required for consulting services. The City's FY 2026 self-funded health insurance budget totals $24,785,000 for medical, pharmacy, and dental benefits; pricing shall be submitted as a firm fixed-price monthly flat fee for all consulting services, inclusive of all labor, materials, administrative costs, travel, and other expenses with no additional line items or pass-through costs authorized. Contract prices shall remain firm for the initial twelve-month term, with price increases thereafter equal to the Consumer Price Index (CPI) capped at a maximum of 10 percent annually for any single line item unless approved by the City. Respondents must provide three valid municipal or government agency references of comparable size that have utilized similar services within the last two years, excluding City of Round Rock references, with failure to provide required reference information resulting in automatic disqualification.