RFQ - COBRA Administrative Services

STATE OF MISSISSIPPI
Department of Corrections
BURL CAIN
COMMISSIONER
REQUEST FOR QUOTES
RFx NO. 3140004700
COBRA ADMINISTRATIVE SERVICES PROVIDER
The Mississippi Department of Corrections ("MDOC") is soliciting quotes from qualified Bidders
to provide third-party administration services for continuation coverage required under the
Consolidated Omnibus Budget Reconciliation Act of 1985, as amended ("COBRA"), on behalf
of MDOC's health plans including medical, dental, vision, employee assistance, health flexible
spending and/or health reimbursement arrangement benefits (the "Plan"). The resulting contract
will be for one (1) year beginning on or about December 3, 2026, with four (4) optional one-year
renewals. Services shall be provided in accordance with the requirements and specifications
contained in Attachment B - Quote Form.
Interested and Qualified Bidders with the capability and resources to provide the requested services
are invited to submit a quotation. To be considered, Bidders must complete and return Attachment
B no later than Thursday, October 29, 2026, at 2:00 PM CST.
Selected Bidder is required to be registered with both the State of Mississippi at
https://www.dfa.ms.gov/vendors to receive a supplier number and the Mississippi
Secretary of State at Business Services & External Affairs | MS SOS.
Questions regarding this solicitation can be electronically submitted to Dr. Crystal T.
Henry by October 22, 2026, at procurement@mdoc.state.ms.us, Subject Line: COBRA
Administrative Services Quote, or mailed to:
Mississippi Department of Corrections
ATTN: Dr. Crystal T. Henry - COBRA Administrative Services
301 N. Lamar Street
Jackson, MS 39201
MDOC anticipates awarding a single contract to the responsive and responsible Bidder
whose pricing, as submitted in Attachment B, results in the lowest total evaluated quote.
The contractual agreement shall also include required clauses detailed in Attachment B -
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Required Clauses.
A Bidder may withdraw its quote at any time before the submission deadline by providing
written notice to MDOC.
MDOC reserves the right to cancel, amend, suspend, or reissue this solicitation at any time
before contract award; reject any or all quotes received; waive minor informalities or
irregularities; and request clarification of information submitted by Bidders when deemed
necessary.
The issuance of this solicitation does not obligate MDOC to award a contract or reimburse
any costs incurred by a Bidder in preparing or submitting a quote. MDOC reserves the right
to make an award in the best interest of the Agency in accordance with the terms of this
solicitation.
1. DEFINITIONS
1.1 Accountable Mail means mail that provides documented proof that the letter or
notice was mailed to the recipient's address and meets COBRA regulation
requirements, but does not mean that delivery is tracked.
1.2 Agency means the Mississippi Department of Corrections ("MDOC").
1.3 COBRA means the Consolidated Omnibus Reconciliation Act of 1985, as
amended, and its implementing regulations.
1.4 Contractor means the Bidder who has entered into a contract as a result of this
solicitation.
1.5 Covered means participating in any COBRA qualified benefit offered by MDOC
and selected for services.
1.6 Covered Employee means an employee, spouse, or dependent participating in a
COBRA-qualified benefit under the Plan.
1.7 Qualified Beneficiary means, with respect to a Covered Employee, any individual
who, on the day before a Qualifying Event, was covered under the Plan as the
Covered Employee, the Covered Employee's spouse, or the Covered Employee's
dependent child, and who is thereby entitled to elect COBRA continuation
coverage, as further defined under 29 U.S.C. 1167(3) and its implementing
regulations.
1.8 Qualifying Event means the death of a Covered Employee, the termination (other
than for gross misconduct) or reduction in hours of a Covered Employee's
employment, divorce or legal separation of a Covered Employee from the Covered
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Employee's spouse, a Covered Employee's entitlement to Medicare, a dependent
child ceasing to be a dependent child under the terms of the Plan, or a proceeding
in bankruptcy with respect to MDOC, in each case to the extent it results in a loss
of coverage under the Plan, as further defined under 29 U.S.C. 1163 and its
implementing regulations.
1.9 Plan Administrator means the employer, MDOC, as that term is used under the
Employee Retirement Income Security Act (ERISA); MDOC retains plan
administrator responsibilities and eligibility/benefit determinations at all times.
2. DURATION OF SERVICES TO BE PROVIDED
The anticipated contract will be for one (1) year beginning on or about December 3, 2026,
with four (4) optional one-year renewals.
3. SCOPE OF SERVICE
The Successful Bidder shall be able to provide the following COBRA administration
services on behalf of MDOC's Plan. The successful Bidder will act as an independent
contractor and will not serve as, or be deemed, the Plan Administrator.
3.1 General Administration
3.1.1 Bidder shall be responsible for the proper administration, application, and
interpretation of COBRA rules and regulations for the Plan for COBRA
administration under Bidder's control.
3.1.2 Bidder shall consult with and advise the Agency regarding the interpretation
and application of regulations concerning COBRA as they apply to the Plan.
3.1.3 Bidder shall be able to supply MDOC with the file format required by
Bidder so that MDOC may upload employee demographic, benefit, and
qualifying customer
3.2 Required Notices
3.2.1 Bidder shall be able to send, via Accountable Mail, the initial rights
notification letter to all Covered Employees and spouses, informing them
of their rights under COBRA, within the applicable time frame required by
COBRA or upon the effective date of coverage, whichever is later, upon
timely receipt of required information from the Agency.
3.2.2 Upon timely receipt of complete information from the Agency, Bidder shall
send via Accountable Mail within the applicable timeframe required by
COBRA, Bidder's standard qualifying event eligibility and election notice
to all Covered employees who have a qualifying event. If complete
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information is not timely received from Agency, the Bidder shall send
notice as soon as administratively practicable after receiving the required
information.
3.2.3 Bidder shall notify the Agency of any required notice returned as
undeliverable and take reasonable steps to effect delivery within an
administratively practicable time.
3.2.4 Bidder shall be able to notify a COBRA Continuant if coverage terminates
earlier than the maximum coverage period applicable to the qualifying
event, as soon as administratively practicable.
3.2.5 Bidder shall be able to provide a system-generated open
enrollment/premium rate change letter during open enrollment. If requested
by the Agency, Bidder must be able to provide qualified beneficiaries with
a link to additional plan and benefit description materials provided by the
Agency through the web portal for qualified beneficiary and COBRA
Continuant viewing and printing.
3.3 Premium Billing, Collection, and Custodial Accounts
3.3.1 Bidder shall provide COBRA Continuants with a portal login and standard
payment information after coverage is elected and the first COBRA
premium payment is received.
3.3.2 Bidder shall be able to offer COBRA Continuants the option to make
premium payments by check, or online by credit card, single-occurrence
ACH request, or automatic recurring ACH payment. To the extent permitted
by law and applicable card-network rules and regulations, Bidder may
collect an additional online processing fee charged by a third-party vendor,
including payments by third-party beneficiaries. Bidder will be responsible
for collecting the fee and remitting the fee to the third-party vendor.
3.3.3 Bidder shall be able to collect, track, process, and remit to a custodial
account for the benefit of MDOC the COBRA premium payments paid by
COBRA Continuants.
3.3.4 Bidder shall be able to forward collected premiums to the Agency (or its
designee) on a monthly basis, net of any administrative fee retained in
accordance with COBRA and the resulting contract.
3.3.5 Bidder shall be able to maintain accurate records of all custodial account
activity and provide an accounting of assets, transfers, and transactions
upon the Agency's request.
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3.3.6 Except to the extent not permitted by applicable state or local law, COBRA
continuation coverage premiums charged to COBRA Continuants need to
include the additional two percent (2%) administrative-cost premium
permitted under COBRA. The Bidder will be allowed to retain this 2%
additional premium as part of its compensation under the resulting contract,
in addition to the fees set forth in Attachment B.
3.3.7 Bidder shall be able to coordinate with the MDOC and its insurers and
third-party administrators (collectively "Carriers") to answer questions
regarding COBRA continuation coverage eligibility and COBRA premium
payment status.
3.3.8 Bidder shall be able to notify insurance carriers of qualified beneficiary
enrollment, coverage changes, and terminations, or support the Agency in
providing such notifications, as agreed in the resulting contract.
3.4 Continuant Communications and Ongoing Administration
3.4.1 Bidder shall be able to communicate with COBRA Continuants regarding
address changes, premium rate and benefit changes, COBRA continuation
coverage eligibility status, Medicare eligibility, advance termination notices
for individual conversion, and verification of termination.
3.4.2 Bidder shall be able to extend the maximum COBRA continuation period
in cases of disability and second qualifying events, as allowed under
COBRA, and Bidder shall notify the Agency of any such extended
coverage.
3.5 Online Access and Reporting
3.5.1 Bidder shall be able to provide real-time, online access to information
related to the status of qualified beneficiaries and COBRA Continuants.
3.5.2 Bidder shall be able to supply the Agency with the initial login information
so that MDOC may access the Agency's web portal to notify the Bidder
when an employee, spouse, or dependent is initially added to coverage
under the Plan and when an employee, spouse, or dependent has
experienced a qualifying event and is eligible for COBRA continuation
coverage under the Plan.
3.6 Customer Service
3.6.1 Bidder shall be able to provide a toll-free customer service line, for use
during the Bidder's normal business hours, to answer questions and address
issues concerning COBRA regulation, COBRA compliance, and COBRA
premium payments.
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3.6.2 In compliance with applicable federal and state law, Bidder may monitor
and/or record calls that are made to and from the customer service line for
quality assurance and training purposes and/or to ensure that the Bidder's
services fully comply with the terms of the resulting contract. At the
beginning of any call, Bidder shall inform the caller thereof. All such
recordings shall be deemed to be Plan Information and may be used by
Bidder solely in furtherance of the performance of its obligations under the
resulting contract.
3.7 Transition and Records at Contract Expiration or Termination
3.7.1 Bidder shall be able to notify COBRA Continuants if COBRA coverage
terminates earlier than the end of the maximum period of coverage
applicable to the qualifying event that entitled the individual to COBRA
continuation coverage. Bidder must be able to provide the notice as soon as
administratively practicable after Bidder determines that the COBRA
continuation coverage will be terminated early.
3.7.2 Plan Data
a. Upon expiration or termination of the resulting Agreement, Bidder
must be able to cooperate with the Agency or the Agency's
subsequent service provider to effect an orderly transition of
services provided under this Agreement and within a reasonable
time, release to the Agency, in the Bidder's standard format, a
complete copy of data, records, and files.
b. Upon expiration of any termination of a resulting contract, the
Bidder will be entitled to retain a copy of such data, records, and
files and may continue to use and disclose that information for
claims and audits, and for legal and contractual compliance
purposes, to the extent required by law.
3.7.3 Bidder shall be able to return any remaining custodial account funds to the
Agency, less any accrued, undisputed fees and applicable expenses, upon
completion of a final accounting of all custodial account activity following
the expiration or termination of the resulting contract.
3.8 Reliance on Information
The Bidder's performance of the services described in this Scope of Service is
based on information timely and accurately provided by MDOC, its employees, and
COBRA Continuants. The Bidder is not responsible for any failure or delay in
performance and is not liable for any resulting loss or damage, to the extent caused
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by the Agency's failure to provide timely, complete, or accurate information
required for the Bidder to perform its obligations, provided that the Bidder promptly
notifies the Agency of any known deficiency in the information received and takes
reasonable steps to perform once accurate and complete information is received.
This Section does not relieve the Bidder of its obligations to perform the services
described in this Scope of Service using information actually provided to it.
3.9 HIPAA Acknowledgment
The parties acknowledge that the services provided by the Bidder under this Scope
of Service relate to enrollment and disenrollment in the Plan and, to the extent
permitted under HIPAA, are deemed to be performed by the Bidder on behalf of
the Agency in its capacity as sponsor of the plan. The Bidder may not use or
disclose enrollment or disenrollment information it receives from the Agency with
respect to a particular participant to provide additional services to the participant,
or for any other purpose not expressly set forth in the resulting contract, with
MDOC's expressed written consent.
3.10 Bidder will:
a. Have no duty with respect to the funding of premiums by MDOC or
qualified beneficiaries who elect COBRA;
b. Not be liable for paying any premiums of a qualified beneficiary to a
Carrier or MDOC to the extent that the Bidder did not receive the
corresponding payment from the qualified beneficiary. MDOC or third
party;
c. Not be liable for any failure of MDOC to remit to the Carriers of the Plan
any funds MDOC receives from the Bidder;
d. Not be liable for any failure of MDOC to reconcile its Carrier billings to
online reports provided by the Bidder through employer web portal;
e. Not be liable for any retroactive premium rate changes requested by
MDOC;
f. Not be liable for any failure of MDOC to modify its Carrier billing and
notify Carriers of a COBRA Continuant's termination from COBRA
coverage when Bidder remits premiums paid by continuants to MDOC;
g. Not be responsible for failure of delivery of any notice mailed by Bidder
using the qualified beneficiary information provided to the Bidder by
MDOC; and
h. Not be responsible for any loss or damage suffered by any participant,
continuant, Employer or Plan, should the Bidder fail to give a required
notice or a complete notice because the Bidder did not receive notice of
an event for which a notice was required, the Bidder did not receive
complete information or the Bidder received incorrect information.
4. AGENCY RESPONSIBILITIES
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MDOC will ensure a successful partnership with the successful Bidder by providing the
following:
4.1 MDOC will provide accurate Covered Employee counts to Bidder on a monthly
basis or as requested by Bidder. MDOC shall have forty-five (45) days from the
date of the invoice to correct a Covered employee count for credit or refund.
4.2 MDOC will provide complete demographic and benefit information to Bidder for
its current COBRA Continuants on or by the date agreed upon during the
implementation process.
4.3 Within seven (7) days of employees, their spouses, and/or dependents obtaining
coverage under the Plan, MDOC shall enter or upload an electronic file via the
employer web portal containing complete demographic and benefit election
information.
4.4 Using the procedures specified by the Bidder, MDOC shall notify the Bidder of any
qualifying event (including but not limited to the initial qualifying event and the
second qualifying event) or the date coverage is lost due to the qualifying event
within seven (7) days after MDOC obtains knowledge or receives notice of such
event with respect to an employee, spouse or dependent. Bidder does not provide
any services related to state continuation coverage under this Agreement.
4.5 Unless directed otherwise by Bidder, MDOC will provide notice of a qualifying
event by entering the required qualifying event information directly into the
employer web portal or by uploading an electronic file via the employer web portal.
MDOC is solely responsible for determining whether an employee, spouse or
dependent has experienced an initial qualifying event under the Plan and the date
of the qualifying event.
4.6 MDOC will be responsible for reconciling Carrier billings with the online reports
provided by the Bidder through the employer web portal. Most Carries restrict the
ability to retroactively terminate COBRA coverage (even in cases of non-payment:
of premiums by the COBRA Continuant). Bidder will not be liable for paying any
loss or damage (including premiums) to MDOC with respect to any retroactive
termination or COBRA coverage. Provided that the Bidder has performed in
accordance with this Agreement. The Bidder reserves all rights to decline to
implement any retroactive changes in premium rates requested by MDOC,
retroactive beyond thirty (30) days.
4.7 MDOC will be responsible for selecting a determination period and establishing
and advising Bidder of the applicable premium rates to be charged for COBRA
continuation coverage. MDOC will notify Bidder in writing at least forty-five (45)
days in advance of the applicable billing date of any changes in premium rates
affecting COBRA coverage under the Plan and at least forty-five (45) days in
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advance of the applicable billing date of any changes in premium rates during an
open enrollment period, so that the Bidder has time to process the changes prior to
the effective date.
4.8 MDOC will be solely responsible for differences in premium payments when
notification of premium rate changes is not provided to Bidder at least forty-five
(45) days in advance, causing payments made by COBRA continuants to be
incorrect for the new determination period.
4.9 To the extent necessary, MDOC will advise Bidder of any changes in the benefits
and options provided by the Plan.
4.10 MDOC will be responsible for complying with the Patient Protection and
Affordable Care Act of 2010 ("PPACA "), ERISA, the Health Insurance Portability
and Accountability Act of 1996 and the Health Information Technology for
Economic and Clinical Health Act (commonly referred to as the HITECH Act)
together with the regulations promulgated under the foregoing from time to time by
the United States Department of Health and Human Services (collectively, as
amended from time to time, "HIPAA"), the Internal Revenue Code (the "Code"),
and other applicable law and regulation, other than for the COBRA administrative
services responsibilities assumed by the Bidder under this resulting contract.
4.11 MDOC will review and be responsible for the payment of all claims under the Plan
and ERISA, including, without limitation, claims and appeals for benefits and
claims and appeals for eligibility determinations under the Plan. Bidder is not
responsible to receive or review claims for benefits under the Plan and will not be
liable for the payment or funding of any claims for benefits in connection with the
Plan, including, without limitation, where sought as damages in an action against
MDOC or the Plan or for any activity or occurrences prior to the Effective Date of
the resulting contract, provided that such failure did not result from the services
performed by the Bidder in accordance with this resulting contract.
4.12 MDOC will maintain and provide written internal compliance procedures used for
notifying the Bidder of a newly Covered Employee, spouse or dependent, a
qualifying event, a report of terminations for each tax year, or when there are
premium rate and benefit changes in the event of an IRS or any third-party audit.
4.13 MDOC will provide for the release of information necessary for COBRA
compliance and administration under the resulting contract.
4.14 MDOC will provide plan and benefit descriptions (e.g., Summary of Benefits and
Coverage (SBC), Summary Plan Description (SPD) and benefit plan booklets, etc.)
to qualified beneficiaries during open enrollment. Bidder's standard process is to
provide a link to these additional materials through the qualified beneficiary web
portal for viewing and printing. If requested by MDOC, Bidder must be able to
include these additional materials with its standard open enrollment/rate change
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letter as long as MDOC provides Bidder with an electronic PDF image of the
additional open enrollment materials. A handling fee will apply for these additional
materials.
4.15 Reliance on information and Instructions
a. Bidder must be able to provide the services in accordance with this
resulting contract based on information that is provided to the Bidder by
MDOC or any agent or representative of MDOC or qualified beneficiary.
For this purpose, "Information" means all data, records and other
information supplied to the Bidder, obtained by the Bidder or produced
by the Bidder (based on data, records or other information supplied to, or
obtained by, the Bidder) in connection with performing the services
pursuant to the resulting contract, regardless of the form of the
information (e.g., paper, oral, electronic etc.) or the manner in which the
information is provided to the Bidder.
b. MDOC has authorized and instructed the Bidder in this resulting contract
to implement its standard administrative forms and procedures to provide
services in accordance with the resulting contract. Bidder must be able to
maintain such forms in compliance with the content requirements of
applicable law. Bidder's standard administrative procedures may be
revised by the Bidder at any time without notice. Bidder shall be fully
protected in relying upon representations by MDOC set forth in the
resulting contract. Bidder will be fully protected in relying upon
communications made by or on behalf of MDOC in effecting its
obligations under this Agreement. Bidder is entitled to rely on the most
current information in its possession when providing services under the
resulting contract.
c. Bidder is not responsible for any acts or omissions it makes in reliance
upon: (i) the direction or consent of MDOC or any agent or representative
of MDOC or a qualified beneficiary; or (ii) inaccurate, misleading or
incomplete information.
d. MDOC and the Bidder will agree that if MDOC instructs the Bidder with
a specific written request (in a format reasonably acceptable to the Bidder)
to provide services in a manner other than in accordance with the Bidder's
standard forms and procedures, Bidder may (but need not) comply with
such a request. To the extent that the Bidder complies with such requests,
MDOC and not the Bidder shall be solely responsible for the Bidder's
action so taken.
e. If MDOC uses the social security number ("SSN") as the Employee ID
and requires that the Bidder set up its systems to use the SSN in the
Employee ID field.
4.16 Online MDOC Account
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