Open Enrollment/Benefits Administration Systems

Brevard County Purchasing Services issued a Request for Proposal (RFP#1-25-05) for an Online Enrollment/Benefits Administration Systems contract on behalf of multiple county entities, including the Board of County Commissioners, Sheriff's Department, and Clerk of Court. The procurement seeks a comprehensive vendor to provide online enrollment services for approximately 3,916 active employees and 4,717 total subscribers, including COBRA participants and retirees. The system must support multiple payroll platforms, interface with various insurance carriers, and handle complex enrollment scenarios such as Medicare-eligible retirees and dependent surcharges. Key deliverables include a secure, user-friendly online enrollment platform capable of managing annual enrollment, new hire enrollment, qualifying life events, and special enrollment processes. The evaluation criteria include technical capabilities (30 points), references (25 points), sample documents (25 points), and pricing (20 points). The proposal opening date is December 12, 2024, at 4:00 p.m., with a selection committee meeting scheduled for January 7, 2025, and shortlist interviews on January 23, 2025. Vendors must provide comprehensive technical responses, implementation plans, and pricing in sealed envelopes.

The RFP does not specify explicit set-aside designations or restrictions on respondent organizations. The incumbent vendor is CBIZ, and the current annual spend is approximately $115,811, with the new contract structured for a five-year term. The existing system requires integration with carriers like Cigna, Humana, and United, and must create an independent enrollment website distinct from carrier platforms. Ant Farm II LLC was ultimately awarded the contract on February 24, 2025, with a proposed annual cost of $200,000. Four vendors participated in the competitive process: Ant Farm II LLC (Woodstock, GA), Benelogic LLC (Timonium, MD), Selerix Systems, Inc. (McKinney, TX), and Winston Financial Services, Inc. (Manasquan, NJ). The selected vendor must maintain comprehensive insurance coverage, including general liability ($1,000,000), auto liability ($1,000,000), workers' compensation, and cyber liability ($5,000,000). The contract includes provisions for termination, compliance with Florida statutes, and potential pricing adjustments subject to County approval.