Health, Vision, Dental, Employee Assistance Program Insurance
| Location: | Virginia |
|---|---|
| Posted: | Jan 21, 2026 |
| Due: | Feb 18, 2026 |
| Agency: | Shenandoah County |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | RFP 2026-001 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
RFP 2026-001
|
| Bid Title: |
Health, Vision, Dental, Employee Assistance Program Insurance
|
| Category: | Requests for Proposals (RFP) |
| Status: | Open |
|
Attachment Preview
SHENANDOAH COUNTY GOVERNMENT
REQUEST FOR PROPOSALS (RFP)
RFP 2026-001
HEALTH, DENTAL, VISION, and EMPLOYEE ASSISTANCE PROGRAM
RFP Issue Date:
Proposals Due:
January 21, 2026
Noon on February 18, 2026
TABLE OF CONTENTS
Page
General Information
3
Sections I - Procedural Requirements
1.1 Purpose
4
1.2 Scope of Services
4
1.3 RFP Response
5
1.4 Proposal Preparation
6
1.5 Specific Proposal Requirements
6
1.6 Evaluation Criteria
7
1.7 Evaluation Factors and Award
8
1.8 Proposal Acceptance Period
8
1.9 Identification of Proposal Envelope
8
Section II - General Terms and Conditions
2.1 Purchasing and Contracting Policy
9
2.2 Applicable Law and Venue
9
2.3 Anti-Discrimination
9
2.4 Ethics in Public Contracting
9
2.5 Immigration Reform and Control Act of 1986
10
2.6 Mandatory Use of County Forms, Terms, Conditions
10
2.7 Clarification of Terms
10
2.8 Authorization to Transact Business in Virginia
10
2.9 Contract Term
10
2.10 Payment Terms
10
2.11 Termination
10
2.12 Qualification of Offerors
11
2.13 No Assignment or Subcontractors
11
2.14 Drug Free Workplace
11
2.15 Availability of Funds
11
2.16 Contractual Claims
12
2.17 Entire Agreement
12
2.18 Severability
12
2.19 Construction
12
Section III – Health Plan Specifications
3.1 Benefits
12
3.2 Insurer
13
3.3 Funding
13
3.4 Eligibility
13
3.5 Waiting Period
13
3.6 Employer Contribution
13
3.7 Participation
13
Section IV – Price Quotation
13
Section V – Reference Questionnaire
14
5.1 Organization Capabilities
14
5.2 Network Management
15
5.3 Utilization and Medical Management
17
5.4 Other
17
Data Sheet
18
Sample Contract
19
Section VII
EXHIBITS AND ATTACHMENTS
20
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GENERAL INFORMATION
Issue Date:
January 21, 2026
Project:
Health, Dental, Vision, and Employee Assistance Program
Issuing Entity:
Shenandoah County, Virginia
Department of Human Resources
600 N. Main Street, Suite 102
Woodstock, VA 22664
mbelyea@shenandoahcountyva.us
Shenandoah County, Virginia (the “County”), will receive sealed proposals until 12:00 Noon on
February 18, 2026, for furnishing insurance coverage to employees, dependents, and eligible
retirees of Shenandoah County (collectively, the “County Insureds”).
PROPOSALS MUST BE MAILED OR HAND DELIVERED TO THE ADDRESS SHOWN
ABOVE. IN ADDITION TO THE ORIGINAL AND HARD COPIES REQUIRED, AN
OPTIONAL DIGITAL COPY MAY BE SUBMITTED TO THE EMAIL ADDRESS SHOWN
ABOVE.
PLEASE NOTE that the County has retained McGriff Insurance Services (“McGriff”) to provide
consultation with respect to this Request for Proposal (“RFP”). The County does not intend to
consider proposals provided through other consultants or agents.
ORAL PRESENTATION OF PROPOSAL: Offerors who submit a proposal in response to this
RFP may be required to give an oral presentation of their proposal. If the County determines that
presentations are necessary, the County will schedule the time and location of the presentations.
All proposals should be complete because presentations may not be conducted.
The County has the option of requesting Offeror and Offeror’s underwriters’ attendance at a
future meeting to discuss your benefit design and the credits and debits associated with each
benefit change. If underwriters are not available to meet, then one representative of your
insurance company is requested to be in attendance if you are asked to present your program.
CALENDAR OF EVENTS
The following is our Calendar of Events for this RFP:
January 21st, 2026
Release RFP and Required Data to Insurance Carriers
January 30th, 2026
Deadline for Submitting Questions
February 6th, 2026
Issuance of RFP Addenda (if needed)
Noon, February 18th, 2026
Proposal Due Date
February 19th – March 18th, 2026 Review Proposals, Conduct Interviews (if needed), Make
an Award
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April 1st
April 17th, 2026
April 20th - May 8th, 2026
July 1st, 2026
Employee Benefit Meetings/Communications, as needed
Benefits Fair
Open Enrollment
Programs Begin
SECTION I
PROCEDURAL REQUIREMENTS
1.1 PURPOSE:
The purpose of this RFP is to solicit proposals from qualified firms to establish a contract through
competitive negotiation for a Group Health, Dental, Vision, and Employee Assistance Program.
The County’s objective is to provide a quality, affordable insurance program responsive to the
needs of the County Insureds.
Offerors are not limited to the plan designs specified in the RFP. It is the desire of the County to
solicit all available programs in the County’s service area.
1.2 SCOPE OF SERVICES:
Offeror shall provide necessary insurance coverage for quality care to all eligible County
Insureds.
Offeror shall provide system personnel and services necessary for efficient administration of the
program. This shall include but not limited to:
• Maintaining membership files for all County Insureds.
• Maintaining central claims processing and customer service capabilities.
• Ability to accept claims from and reimbursements directly to providers of service.
• Providing explanations of benefits paid to insureds and accurately reporting current
status of deductibles, co-payments, and out-of-pocket limits.
• Preparing communication materials to explain the plan to County Insureds.
Communication materials will be reviewed and approved by the County prior to
distribution to County Insureds.
• Assisting in the implementation of the plan including conducting informational and
enrollment meetings as needed.
• Providing each County Insured a summary plan description outlining and identifying
covered services, exclusions, and claims filing procedures and continuation
coverages. The summary plan description must meet all applicable state and federal
laws.
• Providing all enrolled County Insureds with an identification card in a timely fashion.
• Providing plan summaries and communication materials to all County Insureds as
well as communicating benefit options during open enrollment periods.
• Providing annual renewal proposal no later than 160 calendar days prior to the annual
contract effective date.
• Providing legal, actuarial, and other services as required assuring the necessary and
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appropriate administration of the programs.
• Providing local and toll-free customer service phone and email access.
• Providing an account representative responsible for the overall performance of the
program including program administration and problem resolution. The account
representative will visit the physical location of the County on a frequency as
determined by the County. The selected account representative should have access to
claims and billing systems for purposes of problem resolution and will respond to
County and/or Broker within 24-48 hours with resolution.
Offeror shall provide a no loss/no gain provision to all participants as of the contract date.
Offeror will certify that the plan meets all regulatory and plan requirements as mandated by the
federal Patient Protection and Affordable Care Act. Any actively-at-work requirement is to be
waived as well as pre-existing condition waiting periods for all County Insureds. In addition,
deductible and out-of-pocket expenses already met are to be applied to the deductible and out-of-
pocket expenses of the new health care program if applicable.
Offeror shall provide cost containment services including but not limited to hospital pre-
certification, utilization review, large claims case management and review of high-cost
outpatient services.
Offeror will provide financial assistance in an effort to administer the required ACA Employer
Reporting through their preferred vendor. Monthly fees are currently paid directly by Anthem.
The financial assistance shall be an amount negotiated between the parties.
Offeror must agree that at termination of the contract all required data and records necessary to
administer the health, dental and vision programs shall be transferred to the County’s new
provider within 30 calendar days of receiving a notice of termination.
Offeror must include the TOTAL ANNUAL COSTS for each alternative offered. This means
that Offeror will include in the proposal a total annual cost for EACH rate classification
calculated as follows:
Classification (Employee, Employee Plus One and Employee Plus Family)
Number of Employees in Each Classification
Multiplied by the 12 Month Rate
Multiplied by 12 Months
The County is currently fully insured with Anthem for Group Health, Dental, Vision, and
Employee Assistance insurance plans. The County currently utilizes McGriff for all Cobra
administration services. The County will entertain self-insured medical proposals in addition to
the current fully insured program.
Each proposal should include the following benefit options and rates for consideration to
compare with the current Anthem benefits program and any other group health insurance
programs submitted for consideration.
1. A comprehensive program that parallels our current Anthem benefit package;
2. Stand-alone dental and vision options that mirror the current benefits under Anthem
BOTH on a voluntary and contributory basis;
3. A dental option to remove preventive services from annual maximum accumulation;
4. Medical, dental, vision, and employee assistance program are currently tied elections;
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