Long-Term Disability Benefits for Los Alamos County

Los Alamos County is requesting proposals for a fully insured, contributory Long-Term Disability Benefits Plan covering approximately 706 eligible County employees, with proposals due September 1, 2026, at 2:00 p.m. MDT and an estimated award date of October 28, 2026 following County Council approval on October 27. A signed Letter of Transmittal is required by August 18, 2026, to access census and claims data.

Offerors may claim Local Business, New Mexico Resident Business, Native American Resident Business, Resident Veteran Business, or Native American Resident Veteran Business preference under Los Alamos County Code Section 31-261(b) and New Mexico State Statutes Section 13-1-21 et al. by submitting a completed Request for Preference Form with supporting documentation; however, no set-aside or mandatory preference is stated.

The plan must provide LTD coverage consistent with or better than the current Unum policy (90-day elimination period, benefits to Social Security Normal Retirement Age or 12–60 months depending on age, 60 percent of monthly earnings to a maximum of $8,000 per month). The County does not participate in Social Security and participates in the Public Employees Retirement Association of New Mexico (PERA). Coverage is mandatory for all eligible employees (minimum 20 hours per week). The effective date is January 1, 2027. Offerors must provide multi-year rate guarantees (minimum two years, with level rates in Years 1–2), a Certificate of Coverage, no-loss/no-gain coverage for existing enrollees, waiver of the "actively at work" provision for current participants, and no evidence-of-insurability requirements for currently enrolled employees. Claims must be reported quarterly with detailed data elements, including handling of four open claims that will remain with the current carrier. Offerors must execute a Business Associate Agreement compliant with HIPAA privacy and security standards, including two-factor authentication for PHI access, and maintain general liability coverage of at least one million dollars.

Covered monthly payroll is $5,000,000.00 across a seven-year contract term. Current LTD rates are 0.33 percent of covered payroll for 2026. Cost proposals must be fully insured, fully pooled, non-participating, and net of commissions and premium taxes. Cost-plus-a-percentage-of-cost contracts are prohibited. Offerors may propose escalation mechanisms but the County is under no obligation to accept them. All travel reimbursement must comply with County Travel Guidelines (hotel base rate $250.00 per night, meals $90.00 per diem for multi-day or $40.00 for one-day travel).

Evaluation assigns 1,000 total points across minimum requirements (150 points), general questionnaire responses and client references (125 points), LTD questionnaire responses (150 points), LTD contract comparisons (125 points), rates (175 points), and cost proposals (275 points), with cost weighted more heavily for Years 1–2. Questions are due August 25, 2026, with responses issued by August 27. Addendum No. 1 issued August 26, 2026, clarifies financial, operational, and coverage details; acknowledgment of receipt is required. Submission is electronic through the County's Bonfire procurement portal. Offerors must complete and submit the Campaign Contribution Disclosure Form, Certification Regarding Debarment/Suspension, Verification of Authorized Offeror Form, Request for Client Information Form (minimum three references), and Deviations or Exceptions Form.