Employee Benefits Broker/Consulting Services

Location:	North Carolina
Posted:	Jan 23, 2026
Due:	Feb 20, 2026
Agency:	Gaston County
Type of Government:	State & Local
Category:	D - Automatic Data Processing and Telecommunication Services R - Professional, Administrative and Management Support Services
Publication URL:	To access bid details, please log in.

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Request for Proposals – Employee Benefits Broker/Consulting Services

Gaston County, North Carolina

RFP No.: 2026-3210

January 14, 2026

Request for Proposals

TITLE:

Employee Benefits Broker/Consulting Services

DEPARTMENT:

Human Resources Department

ISSUE DATE:

January 23, 2026

DUE DATE:

5:00 PM Friday, February 20, 2026

Sealed proposals subject to the conditions made a part hereof will be accepted until

5:00 pm Friday, February 20, 2026 for furnishing services described herein.

IMPORTANT NOTE: Indicate firm name and opening date on the front of each sealed

proposal envelope or package. Electronically submitted (email/fax) proposals will not be

accepted.

Label outside of envelope: Firm Name - RFP No. 2026-3210 due February 20, 2026 at

5:00 PM.

Mailing/Hand Delivery Address: Attn: Todd McDowell, Assistant Director Gaston

County Human Resources PO Box 1578, Gastonia, NC 28053 -or- 128 W. Main Ave.,

Gastonia, NC 28053-1578

Caution to Offerors: If sending via USPS (including priority mail, express, etc.), Gaston

County picks up mail at the Post Office at 6:00 AM. Consider this when arranging

shipment, as submittals reaching the Post Office after 6:00 AM on the due date will not

reach the Issuing Agency by the submittal deadline.

Request for Proposals – Employee Benefits Broker/Consulting Services

Gaston County, North Carolina

RFP No.: 2026-3210

January 14, 2026

Direct all inquiries concerning this RFP to: Todd McDowell, Assistant Director, Gaston

County Human Resources.

NOTE: Questions concerning the RFP requirements must be submitted in writing via

email only (no phone calls, faxes, or mail). They may be emailed to

todd.mcdowell@gastongov.com. Questions must be submitted no later than 5:00 pm

Monday, February 9, 2026. All questions submitted in writing will be answered in the

form of an addendum to this Request for Proposals, which will be posted on the County

website https://nc-gastoncounty.civicplus.com/bids.aspx. No contact with Gaston

County Departments will be allowed during the proposal process. Any offerors

contacting the issuing department(s) directly may subject their proposal to rejection.

Six (6) copies of the proposal must be received from each offeror (1 original, 5 copies).

Each proposal must be signed and dated by an official authorized to bind the firm. Late

proposals will not be considered for award. Proposals must be submitted in accordance

with the requirements of the RFP. Failure to include any required information may

cause rejection of the proposal.

Proposal Schedule (Estimated Dates):

• Issue Date: January 23, 2026

• Questions Due: February 9, 2026 at 5:00 PM

• Addendum Issued (if needed): February 11, 2026

• Proposal Due Date: February 20, 2026, at 5:00 PM

• Evaluation Period: February 23-27, 2026

• Oral Presentations (if requested): March 2 -9, 2026

• Award of Contract Notice: March 14 - 15, 2026 (estimated)

1. Purpose: The purpose of this Request for Proposal (RFP) is to solicit offers from

qualified brokers to assist Gaston County with strategically planning, designing,

and negotiating the best coverage and cost for selective employee benefit

programs. Gaston County has approximately 1,670 full-time employees,

approximately 191 retirees on its retiree medical plan, and 279 retirees on its

retiree life insurance plan. This Request for Proposal does not indicate in any

way that we are dissatisfied with the services, plan, and/or products of our

current broker/consultant; instead, we are ensuring that our employees are

continually offered the best benefit services and products available.

2. Contract Period: Any contract resulting from this proposal shall be effective

07/01/2026 for the benefits plan year beginning 10/01/2026, with the option of

the County to continue services under the same terms and conditions set forth

herein in subsequent years.

3. Scope of Work: The County requires a North Carolina licensed Broker that is

independent and is not affiliated with any insurance company, third party

administrative agency, or provider network. The brokerage firm must have

experience (no less than 5 years) in providing brokerage services in the public-

Request for Proposals – Employee Benefits Broker/Consulting Services

Gaston County, North Carolina

RFP No.: 2026-3210

January 14, 2026

sector arena and the County environment for employers with at least 1,500

employees. Gaston County requires the following services:

• Develop a multi-year strategic benefits plan aligned with County goals and

budget.

• Conduct plan reviews and benchmarking.

• Audit resulting contracts for accuracy of coverage, terms, and conditions.

• Lead annual benefits renewals, including negotiation of changes in contracts.

• When employee benefits are marketed, prepare bid specifications, identify

appropriate markets, analyze proposals submitted, make recommendations, and

assist in negotiation of contracts.

• Annual reviews of selected employee benefit package for quality of benefits

provided, cost effectiveness, competitiveness, and plan administration.

• Monitor ongoing contracts, including provider plan administration, provider

compliance with contract, and incurred claims.

• Provide information on employee benefit issues, trends, and proposed or new

legislation.

• Be available to meet with the Benefits staff and County Management as needed.

• Present to elected officials as needed.

• Lead in the design of employee benefits communications. Participate in Benefit

Fairs and annual enrollment process.

• Provide a key contact person to be available to answer questions and resolve

issues that arise during the year regarding employee benefits, contract

administration, and service provisions.

• Evaluate various insurance products submitted by carriers and vendors for

services.

• Perform other related consultation services as needed or requested.

4. Offeror Proposal Requirements: Offerors are cautioned that this is a request for

offers, not a request to contract. The proposal response must clearly

demonstrate the required qualifications, expertise, competence, and capability

of the offeror. Please provide a concise description of your firm’s ability to

provide the services required in the Scope of this document. Costs incurred by

firms responding to this RFP are solely their responsibility. Additionally, please

include the answers to the following questions:

• Describe your organizational structure (i.e., publicly held corporation,

partnership, etc.).

• Confirm that you are a licensed broker in North Carolina and provide

documentation (including license number). Confirm that you serve as a broker,

independently, and are not affiliated with any insurance company, third party

administrative agency, or provider network.

• Briefly describe your company’s organization, philosophy, and management.

Also, please provide a brief company history. Describe your contractual

Request for Proposals – Employee Benefits Broker/Consulting Services

Gaston County, North Carolina

RFP No.: 2026-3210

January 14, 2026

relationships, if any, with organizations necessary to your proposal’s

implementation.

• How long has your organization been providing brokerage services?

• How many public sector clients does your firm manage? How many of those are

you managing medical contracts that include administration, stop loss, and

pharmacy contract negotiations?

• What is your average response time to questions posed from your clients? How

do you handle follow up to outstanding items? What is your preferred method of

communicating with your clients (i.e., voicemail, e-mail, fax)?

• Please provide a list of four verifiable client references of similar scope and

industry, all of whom can comment on your organization’s relevant experience.

This list should include at least three active client references that are similar in

nature and size to Gaston County and one reference from a former client. Please

include company name, contact name, telephone number, and size of company’s

workforce. It is the offeror’s responsibility to provide valid reference

information, and the County reserves the right to use reference checks in its

evaluation of proposals.

• Please describe the organizational structure of the team who would provide

services to the County. Include a brief overview of each team member.

• Briefly describe the level of service and support provided by your team on a day-

to-day basis.

• Detail how your organization participates in developing a strategic benefit plan

with your clients.

• Describe your organization’s involvement in the annual renewal process. Include

information regarding process timeframes, negotiation of rates, and vendor

selection.

• Describe the process of how your organization would assist the County in

selecting a new insurance vendor. Include how your company’s experience and

expertise would benefit the County.

• What is your process for providing plan recommendations to your clients?

• Detail how you develop a benefit communication strategy with your clients.

Include what tools or resources you have available to assist your clients in

effectively communicating not only the specific plan details but also the value of

the benefits offered? Include a sample of communication materials.

• Provide any additional information regarding your organization or services that

you feel would be beneficial in helping the County to select a benefits broker.

• Describe in detail the communication and enrollment process. What options do

you have to manage remote enrollment?

• Please outline your ACA services provided for reporting and any associated cost.

• Describe any Benefit Management enrollment software available through your

organization, made available to plan participants. Include any additional fees for

this service.

• Do you work with clients with employee sponsored Health Care Clinics? If so,

what is your level of involvement with the Health Care Clinic and collection of

data?

Request for Proposals – Employee Benefits Broker/Consulting Services

Gaston County, North Carolina

RFP No.: 2026-3210

January 14, 2026

Any portions of the proposal considered confidential or trade secret must be clearly

marked as such. Offerors may not mark an entire proposal as confidential. Any final

determination of confidential or trade secret status will be made by the County

Attorney based on North Carolina law.

Proposal Submission Checklist:

• Completed and signed Execution of Proposal page

• Responses to all questions in Section 4

• Documentation of North Carolina broker license (including license number)

• List of four client references

• Sample communication materials

• Six (6) copies (1 original, 5 copies)

• All required forms completed and returned

5. Criteria for Evaluation: All proposals will be evaluated according to the following

criteria (weights provided for clarity):

• The proposal’s Plan of Services as required in item 3. Scope of Work and 4.

Offeror Proposal Requirements (30%).

• Extent and success of previous work provided to organizations similar in nature

and size to those required herein. References provided verifying the required

experience and level of service needed by the County (30%).

• The proposal itself as an example of the potential offeror’s work (10%).

• Qualifications/experience of key personnel to be assigned to the project (20%).

• All required forms completed and returned as part of the proposal package (5%).

• Compensation and fees (5%). Cost is a factor, but lowest cost does not guarantee

selection.

Proposals will be evaluated according to completeness, content, experience with similar

projects, and ability of the offeror and its staff. The award of a contract to one offeror

does not mean that the other proposals lacked merit, but that, all factors considered,

the selected proposal was deemed to provide the best value to Gaston County.

6. Compensation and Fees: Please clearly outline your compensation and fees

associated with the required services.

7. Oral Presentations: During the evaluation process, Gaston County may, at its

discretion, request any one or all brokerage firms to make oral presentations for

the purpose of clarification or to amplify the materials presented in any part of

the proposal. However, offerors are cautioned that Gaston County is not

required to request clarification; therefore, all proposals should be complete and

reflect the most favorable terms available from the offeror. Not all offerors may

be asked to make such oral presentations.

8. Final Selection: A recommendation will be made by the selection committee.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Title:	Employee Benefits Broker/Consulting Services
Category:	Human Resources
Status:	Open

Employee Benefits Broker/Consulting Services

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