2026-031 RFP Employee Benefits Consulting Services

Issue Date: 09/11/2026
Submission Deadline: 10/05/2026 @2PM
EMPLOYEE BENEFITS
CONSULTING SERVICES
RFP NUMBER: 2026-031
A ndrea Quinichett. Aquinichett@cmhanet.com. 614.421.4434
cmhanet.com

Request For Proposals (RFP) No. 2026-031 Employee Benefits Consulting Services
RFP Document
Table of Contents Table No. 1
Section Description Page
Introduction 2
RFP Information at a Glance 2
1.0 HA'S Reservation of Rights 3
2.0 Scope of Work/Technical Specifications 4
2.0.1 Expectations/Role 4
2.0.2 Responsibilities of the Employee Benefits Consultant 4
2.0.3 Compliance Audit & Support 5
2.0.4 Expectations & Requirements 5
2.0.5 General Requirements 6
2.0.6 Additional Potential Labor 6
3.0 Proposal Format 6
3.1 Tabbed Proposal Submittal 6-8
3.2 E n t ry of Proposed Fees 8
3.3 Additional Information Pertaining to the Pricing Items 9
3.4 P r o posal Submission 9
3.5 Proposer's Responsibilities--Contact With the HA 9
3.6 Pre-proposal Conference 10
4.0 Proposal Evaluation 10
4.1 Evaluation Factors 10
4.2 Evaluation Method/Plan 11
5.0 Contract Award 12
5.1 Contract Award Procedure 12
5.2 Contract Conditions 12
5.3 Current Contractor 13
5.4 Contract Period 13
5.5 Licensing and Insurance Requirements 13
5.6 Right to Negotiate Fees 13
5.7 Contract Services Standards 13
6.0 Additional Considerations 13-16
Attachments A-H 16-26
The Columbus Metropolitan Housing Authority
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Request For Proposals (RFP) No. 2026-031 Employee Benefits Consulting Services
INTRODUCTION
T
he Columbus Metropolitan Housing Authority (hereinafter, "HA") is a public entity, formed in 1934
to provide federally subsidized housing and housing assistance to low-income families, in Columbus and
Franklin County. CMHA is headed by a President & CEO and is governed by a Board of Commissioners and
is subject to the requirements of Title 24 of the Code of Federal Regulations (hereinafter, "CFR") and
CMHA's procurement policy. The Agency was brought into existence by resolution of the State of Ohio's
Board of Housing on May 8th, 1934. CMHA is a subdivision of the State of Ohio.
Cu rrently, the HA owns and/or manages: (a) 26 multi-family apartment complexes totaling 3,225 units;
(b) eight senior complexes, totaling 733 units; and (c) four Service Enriched complexes, totaling 196
units. The HA also administers approximately 13,500 Section 8 Housing Choice Vouchers and manages
the HUD Project Based Rental Assistance contracts covering 81,000 units in Ohio and Washington, D.C.
through its subsidiary, Assisted Housing Services Corporation. The HA currently has approximately 184
employees.
In keeping with its mandate to provide efficient and effective services, the HA is now soliciting proposals
from qualified, licensed and insured entities to provide the services specified herein to the HA. All
proposals submitted in response to this solicitation must conform to all of the requirements and
specifications outlined within this document and any designated attachments in their entirety.
T
he Authority has an annual budget of approximately 825 million dollars and has an average daily
balance in its primary operating account of 6 million dollars.
RFP INFORMATION AT A GLANCE
Table No. 2
HA CONTACT PERSON Andrea Quinichett, AVP of Purchasing
aquinichett@cmhanet.com,614.421.443
HOW TO OBTAIN THE RFP DOCUMENTS ON THE 1. Access cmhanet.com
CMHA WEBSITE 2. Click on the "Doing Business with Us" heading
3. Click on the "Purchasing Open Opportunities" heading
If you have any problems in accessing or registering on the
system, please call the Procurement Department at
614.421.4434
CUT OFF FOR QUESTIONS Wednesday September 23rd, 2026 @ 2pm
If you have any questions or require clarification, please submit to:
aquinichett@cmhanet.com and or, cmhapmc@cmhanet.com
HOW TO FULLY RESPOND TO THIS RFP BY As directed within Section 3.0 of the RFP document,
SUBMITTING A PROPOSAL SUBMITTAL All pricing must be submitted separately, to
feeproposal@cmhanet.com. All technical responses must be
submitted and received to technicalresponse@cmhanet.com no
later than the submittal deadline stated herein (or within any
ensuing addendum).
PROPOSAL SUBMITAL RETURN & DEADLINE Monday October 5, 2026 @ 2:00pm
Electronic Copy Preferred/or The HA Central Office
880 E. 11th Avenue, Columbus, Ohio 43211
Note: The "electronic copy" proposals and financial information
must be received by the HA by no later than 2:00pm on this date
ANTICIPATED APPROVAL BY HA BOARD OF January 2027
COMMISSIONERS
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Request For Proposals (RFP) No. 2026-031 Employee Benefits Consulting Services
1.0 HA'S RESERVATION OF RIGHTS:
1.1 The HA reserves the right to reject any or all proposals, to waive any informality in the
RFP process, or to terminate the RFP process at any time, if deemed by the HA to be in
its best interests.
1.2 The HA reserves the right not to award a contract pursuant to this RFP.
1.3 The HA reserves the right to terminate a contract awarded pursuant to this RFP, at any
time for its convenience upon 30 days written notice to the successful proposer(s).
1.4 The HA reserves the right to determine the days, hours and locations that the successful
proposer(s) shall provide the services called for in this RFP.
1.5 The HA reserves the right to retain all proposals submitted and not permit withdrawal for
a period of 60 days subsequent to the deadline for receiving proposals without the written
consent of the HA Contracting Officer (CO)/Purchasing Manager.
1.7 The HA reserves the right to negotiate the fees proposed by the proposer entity.
1.8 The HA reserves the right to change funding sources when/if and in what manner it
when in the interest or at discretion.
1.9 The HA reserves the right to reject and not consider any proposal that does not meet the
requirements of this RFP, including but not necessarily limited to incomplete proposals
and/or proposals offering alternate or non-requested services.
1.10 The HA shall have no obligation to compensate any proposer for any costs incurred in
responding to this RFP.
1.11 The HA shall reserve the right to at any time during the RFP or contract process to prohibit
any further participation by a proposer or reject any proposal submitted that does not
conform to any of the requirements detailed herein. By accessing the HA website,
www.cmhanet.com and downloading this document, each prospective proposer is thereby
agreeing to abide by all terms and conditions listed within this document, and further
agrees that he/she will inform the Purchasing Manager or designee in writing within 5 days
of the discovery of any item listed herein or of any item that is issued thereafter by the
HA that he/she feels needs to be addressed. Failure to abide by this time frame shall
relieve the HA, but not the prospective proposer, of any responsibility pertaining to such
issue.
1.12 The HA reserves the right to select a single or multiple award contract.
1.13 The HA reserves the right to add requirements during the contract period when it
is in the best interest of the HA.
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Request For Proposals (RFP) No. 2026-031 Employee Benefits Consulting Services
2.0 SCOPE OF WORK (SOW)/TECHNICAL SPECIFICATIONS (T/S): CMHA is seeking
proposals from qualified Employee Benefits Consulting Service Firms.
2.0.1 Expectation/Role of the Proposer
2.0.1.1 The successful Proposer shall offer extensive knowledge of the employee benefits
arena to include, but not limited to, Medical, Dental, and Vision Insurance, Health
Savings Accounts, Flex Spending Accounts, Basic Life insurance, Voluntary Life
insurance, Long Term and Short-Term Disability, Employee Assistance Plan, and
Wellness Programs. Additional benefits and expectations may be added during the
term of this contract.
2.0.2 Responsibilities of the Professional Employee Benefits Consulting Firm
2.0.2.1 The Proposer must provide a detailed, comprehensive, excellent and demonstrated
ability to provide the following services, which includes, but is not limited to:
2.0.2.1.1 Provide monthly claims data and analysis, including claims history, claims/costs
forecasting and "deep dive" into cost driver information.
2.0.2.1.2 Advise human resources staff regarding benefits issues, including compliance
with applicable health care reform requirements.
2.0.2.1.3 Attend and provide education for employee benefits committee at meetings
regarding industry trends, claims and cost analysis, and plan design
recommendations and related cost/benefit analysis (as directed by the HA)
2.0.2.1.4 Data mine claims to identify trends and opportunities for interventions.
2.0.2.1.5 Revise and assist in implementation of one year with, four one-year renewal year
strategic healthcare plan.
2.0.2.1.6 Wellness plan design, recommendations and implementation support
2.0.2.1.7 Consult with Health & Wellness Committee, as requested by the HA.
2.0.2.1.8 Provide educational resources/training to employees/dependents on cost
effective benefit use.
2.0.2.1.9 Advise human resources staff on implementation of strategies to drive
employee/dependent benefit cost awareness and consumer drive health care
decision making.
2.0.2.1.10 Manage RFP process, coordinate requests, provide analysis, negotiations, make
recommendations and assist implementation annually or at the discretion of the
HA or Policy.
2.0.2.1.11 Conduct briefings/presentations with CMHA's Chief People Officer/human
resources
2.0.2.1.12 Attend designated Board meetings and address questions/explanations related
to benefits.
2.0.2.1.13 Problem solve and resolve claims, contractual issues, errors and inaccuracies.
2.0.2.1.14 Provide benefit support for union negotiations.
2.0.2.1.15 Compliance Audit and Support (as defined in Section 2.0.3)
2.0.2.1.16 Provide an annual assessment of results, accomplishments, concerns and
opportunities.
2.0.2.1.17 Miscellaneous issues as requested by the HA.
2.0.2.1.18 Perform a comprehensive assessment of all existing benefits and provide
recommendations to the Vice President of Human Resources.
2.0.2.1.19 Advise Human Resources staff regarding benefits issues, including compliance
with applicable health care reform requirements.
2.0.2.1.20 Identification of other supplemental benefits as required by the HA.
2.0.2.1.21 Advise human resources of trends in the healthcare and wellness industry.
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Request For Proposals (RFP) No. 2026-031 Employee Benefits Consulting Services
2.0.2.1.22 Collaborate with the HA's Corporate Wellness Partner to maximize programs and
benefits to HA employees.
2.0.2.1.23 Offer and facilitate workshops, fairs lunch & learns quarterly or as directed by the
HA.
2.0.3 Compliance Audit and Support
2.0.3.1 The successful Proposer shall have an expert understanding and ability to navigate
and direct the HA the following (but not limited to):
2.0.3.1.1 Plan Documents & Recordkeeping
2.0.3.1.1.1 Summary of Plan Description
2.0.3.1.1.2 Summary of Material Modification
2.0.3.1.1.3 Summary of Benefits and Coverage
2.0.3.1.1.4 Section 125 Cafeteria Plans
2.0.3.1.1.5 Open Enrollment Communications Review & Additional Considerations
2.0.3.1.2 Consolidated Omnibus Budget Reconciliation Act (COBRA)
2.0.3.1.3 Uniformed Services Employment and Reemployment Rights Act (USERRA)
2.0.3.1.4 Genetic Information Nondiscrimination Act (GINA)
2.0.3.1.5 Heroes Earnings Assistance and Relief Tax Act (HEART)
2.0.3.1.6 Family Medical Leave Act (FMLA)
2.0.3.1.7 Health Insurance Portability and Accountability Act (HIPPAA)
2.0.3.1.8 Medicare Part D, Notice & Reporting Requirements
2.0.3.1.9 Employee Retirement Income Security Act (ERISA) Notice & Reporting
Requirements
2.0.3.1.9.1 Women's Health and Cancer Rights Act (WHCRA)
2.0.3.1.9.2 Newborns and Mothers Health Protection Act (NMHPA)
2.0.3.1.9.3 Mental Health Parity and Addition Equity Act (MHPAEA)
2.0.3.1.9.4 Medicaid & Children's Health Insurance Program (CHIP) and
2.0.3.1.9.5 Qualified Medical Child Support Order (QMCSO)
2.0.3.1.9.6 The Affordable Health Care Act (ACA)
2.0.4 Expectations and Requirements
2.0.4.1 The successful Proposer shall describe all services offered and all charges. The
Proposal shall address the following inquiries.
2.0.4.1.1 Provide a brief history of your firm, particularly your employee benefits,
compliance, legal and health & wellness divisions.
2.0.4.1.2 Can your firm provide all the benefit consulting tasks as noted in this RFP?
2.0.4.1.3 What are the main reasons the HA would benefit most by selecting your firm?
2.0.4.1.4 Describe what makes your firm uniquely qualified to work with the HA?
2.0.4.1.5 Present an Action Plan for transitioning to a new broker/consultant, including
timetable and plan for handling the transition with the least disruptions.
2.0.4.1.6 Describe your firm's communication capabilities/reporting.
2.0.4.1.7 What educational services are available for employees/dependents?
2.0.4.1.8 What interventions have been effective to increase quality and/or decrease
costs?
2.0.4.1.9 What resources do you use for benchmarking?
2.0.4.1.10 What method is used to determine the financial impact/ROI of plan design
changes and health management initiatives?
2.0.4.1.11 What do you see as the main challenges' organizations similar to the HA face
and how will your firm help meet those challenges?
2.0.4.1.12 Describe your experience working with clients the size of the HA or client in the
public sector.
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Request For Proposals (RFP) No. 2026-031 Employee Benefits Consulting Services
2.0.4.1.13 Describe your process for negotiating contract terms and renewals.
2.0.4.1.14 Describe your firm's protocols for maintaining client records for HIPPA
compliance.
2.0.4.1.15 Detail your methods to monitor current trends, and regulatory and legislative
developments. How is the information communicated to clients?
2.0.4.1.16 What wellness support does your firm provide to clients?
2.0.4.1.17 What is your firm's approach to healthcare strategic planning?
2.0.5 General Requirements
2.0.5.1 All personnel affiliated with this contract shall be licensed and certified through the
State of Ohio. Proposer shall provide licensure and certification of all key personal
that will be working on this contract.
2.0.5.2 Proposer shall practice acceptable safety precautions so as not to cause harm to any
persons or property while performing services under this RFP or any resulting
contract. Proposer shall follow industry safety standards, and use only industry
approved safety equipment in accordance with the manufacturer's specification in
the performance of all duties.
2.0.5.3 Proposer shall pay all of its employees, including any and all approved
Subcontractors, at least the legal minimum wages as determined by the United
States Department of Labor and the United States Department of Housing and Urban
Development of Labor Prevailing Wages, or Davis Bacon Wages (if applicable).
2.0.5.4 Proposer must provide, at their own expense, all travel, equipment, labor, material,
supplies, and tools necessary to perform all of the services required under this RFP
and any resulting contract.
2.0.5.5 Proposer shall conduct all work the requested working hours unless deemed by HA
to be disruptive to the normal operations of the organization. Proposer shall only
utilize trained and experienced employees to perform the work required as stated in
this RFP.
2.0.6 Additional Potential Labor that may be required: At some point during the contract period
the HA may require the contractor provide additional services. The HA will dictate the days
and times of such services, if retained. The contractor will provide the services at the fee
only rates detailed within the contractor's proposal.
3.0.1 Task Order Basis: The HA will only order such additional services by use of a
fully completed Purchase Order or Change Order.
3.0 PROPOSAL FORMAT:
3.1 Electronic Proposal Submittal (Preferred): Each category must be separated and ordered
by file or within a single file, with the corresponding tab reference also noted below.
None of the proposed services may conflict with any requirement the HA has published
herein or has issued by addendum.
3.2 Tabbed Proposal Submittal (Optional): The HA intends to retain the successful proposer
pursuant to a "Best Value" basis, not a "Low Proposal" basis ("Best Value," in that the HA
will, as detailed within the following Section 4.0, consider factors other than just cost in
making the award decision). Therefore, so that the HA can properly evaluate the offers
received, all proposals submitted in response to this RFP must be formatted in accordance
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Request For Proposals (RFP) No. 2026-031 Employee Benefits Consulting Services
with the sequence noted following. Each category must be separated by numbered index
dividers or number titles for electronic copies (which number extends so that each tab can
be located without opening the proposal) and labeled with the corresponding tab
reference also noted below. None of the proposed services may conflict with any
requirement the HA has published herein or has issued by addendum.
Table No. 3
RFP Tab
Section No. Description
3.1.1 1 Form of Proposal: This Form is attached hereto as Attachment A
to this RFP document. This 1-page Form must be fully completed,
executed where provided thereon and submitted under this tab as
a part of the proposal submittal.
3.1.2 2 Form HUD-5369-C (8/93), Certifications and Representations
of Offerors, Non-Construction Contract: This Form is located on
the HUD website. This 2-page Form must be fully completed,
executed where provided thereon and submitted under this tab as
a part of the proposal submittal.
3.1.2.1 2 Form HUD-5369-A (11/92), Representations, Certifications,
and Statements of Proposers, Public and Indian Housing
Programs: This Form is located on the HUD website. This 4-page
Form must be fully completed, executed where provided thereon
and submitted under this tab as a part of the proposal submittal.
3.1.3 3 Proposers Certification and Profile of Firm Form: The
Proposers Certification is located on page 19 of this RFP
document. The Profile of Firm Form is attached hereto as
Attachment B to this RFP document. This 2-page Form must be
fully completed executed and submitted under this tab as a part of
the proposal submittal.
3.1.4 4 Proposed Services: As more fully detailed within Section 2.0,
Scope of Proposal/Technical Specifications, of this document, the
proposer shall, at a minimum, clearly detail within the information
submitted under this tab documentation showing:
3.1.4.1 As detailed within Section 4.1, Evaluation Factor No. 2, herein, The
APPROPRIATENESS of the TECHNICAL APPROACH (including
labor categories, estimated hours and skill mix) and the QUALITY
of the WORK PLAN. The proposer's TECHNICAL
CAPABILITIES (in terms of personnel, equipment and materials)
and the MANAGEMENT PLAN (including staffing of key positions,
method of assigning work and procedures for maintaining level of
service, etc.).adherence to proposal submittal requirements as
stated in Section 3.0, Table 3, and comprehensive proposal as
noted in this RFP), based upon the opinion of the evaluators.
3.1.4.2 As detailed within Section 4.1, Evaluation Factor No. 3, herein, The
proposer's DEMONSTRATED EXPERIENCE in performing similar
work of contract work substantially similar to that required by this
solicitation.
3.1.4.3 As detailed within Section 4.1, Evaluation Factor No. 4, herein, The
proposer's OVERALL QUALITY AND PROFESSIONAL
APPEARANCE OF THE PROPOSAL SUBMITTED, based upon
the opinion of the evaluators.
3.1.4.4 If appropriate, how staff are retained, screened, trained and
monitored;
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Request For Proposals (RFP) No. 2026-031 Employee Benefits Consulting Services
3.1.4.5 The proposed quality control program;
3.1.4.6 An explanation and copies of forms that will be used and reports
that will be submitted and the method of such reports (i.e. written;
fax; internet; etc.);
3.1.4.7 A complete description of the products and services the firms
provides.
3.1.5 5 Managerial Capacity/Financial Viability: The proposer entity
must submit under this tab a concise description of its managerial
and financial capacity to deliver the proposed services, including
brief professional resumes for the persons identified within areas
(5) and (6) of Attachment B, Profile of Firm Form. Such information
shall include the proposer's qualifications to provide the services; a
description of the background and current organization of the firm
and three (3) years of audited financial statements to include cash
flow or equivalent as approved by the HA prior to submission of the
Response (Contractor shall include this documentation with the
Fee Proposal Sheet as noted in Table 2). If audited financial
statements are not available, the proposer may submit completed
tax returns for the previous three (3) years in lieu of audited
financials.
3.1.6 6 Client Information: The proposer shall submit a listing of former
or current clients, including any Public Housing Authority other than
the HA requiring this information, for whom the proposer has
performed similar or like services to those being proposed herein.
The listing shall, at a minimum, include:
3.1.6.1 The client's name;
3.1.6.2 The client's contact name;
3.1.6.3 The client's telephone number;
3.1.6.4 A brief description and scope of the service(s) and the dates the
services were provided;
3.1.7 7 Equal Employment Opportunity: The proposer must submit
under this tab a copy of its Equal Opportunity Employment Policy.
3.1.8 8 Subcontractor/Joint Venture Information (Optional Item): The
proposer shall identify hereunder whether or not he/she intends to
use any subcontractors for this job, if awarded, and/or if the
proposal is a joint venture with another firm. Please remember that
all information required from the proposer under the proceeding
tabs must also be included for any major subcontractors (10% or
more) or from any joint venture.
3.1.9 9 Other Information (Optional Item): The proposer may include
hereunder any other general information that the proposer believes
is appropriate to assist the HA in its evaluation.
3.1.11 Proposal Submittal Electronic Method: It is preferable and recommended that
The proposer shall submit the all- inclusive technical portion of the response
to technicalresponse@cmhanet.com , ensuring that all information requested
in Section 3.0 Proposal Format are included.
3.1.12 Proposer shall clearly and distinctly notate any information in his/her submittal
that is considered "Proprietary".
3.2 Entry of Proposed Fees (Preferred): The proposed fees shall be submitted by the
proposer and received by the HA where provided "Fee Sheet". The Proposer shall submit
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Request For Proposals (RFP) No. 2026-031 Employee Benefits Consulting Services
this sheet in a separate email to feeproposal@cmhanet.com. The proposed fees submitted
by each proposer are inclusive of all necessary costs to provide the proposed services not
otherwise provided for herein, including, but not limited to: employee costs and benefits;
clerical support; overhead; profit; supplies; materials; licensing; permits; insurance; etc. Do
Not submit, enter or refer to any fees or costs to technicalresponse@cmhanet.com. Any
proposer that does so may be rejected without further consideration. A proposer must
enter a proposed fee for each item--a "No Proposal" will not be allowed for any item,
though a "No Charge" will be allowed for certain items. The proposed fees submitted by
each proposer are inclusive of all necessary costs to provide the proposed services not
otherwise provided for herein, including, but not limited to: employee costs and benefits;
clerical support; overhead; profit; supplies; materials; licensing; insurance; etc. All costs
incurred in the preparation of a Proposal and participation in this RFP and negotiation
process shall be borne by the proposing firm.
3.3
Table No. 4
RFP . Item
Section No. Qty U/M Description
3.2.1 Compensation
3.2.1.1 1 1 Annual Consulting Fee
3.2.1.2 2 1 TBD Additional costs (please attach a list
of additional potential costs
anticipated)
3.3 Additional Information Pertaining to the Pricing Items:
3.3.1 Quantities: All quantities entered by the HA herein are for calculating purposes
only. As may be further detailed herein, the HA does not guarantee any minimum
or maximum amount of work as a result of any award ensuing from this RFP, as
the ensuing contract will be a Requirements Contract, in that the HA shall retain
one contractor only and shall retain the right to order from that contractor
(successful proposer), on a task order basis, any number of services the HA
requires.
3.4 Proposal Submission (Optional): All pricing must be submitted via separate, sealed
envelope and all "hard copy" proposals must be submitted and time-stamped received in the
designated HA office by no later than the submittal deadline stated herein. A total of 1
original signature copy (marked "ORIGINAL") and 2 exact copies (each of the 3 separate
proposal submittals shall have a cover and extending tabs) of the "hard copy" proposal
submittal, shall be placed unfolded in one (1) sealed package and addressed to:
The Columbus Metropolitan Housing Authority
Attention: Purchasing Department
880 E. 11th Avenue
Columbus, Ohio 43211
The package exterior must clearly denote the above noted RFP number and must have the
proposer's name and return address. Proposals received after the published deadline will
not be accepted.
3.4.1 Submission Responsibilities: It shall be the responsibility of each proposer to
be aware of and to abide by all dates, times, conditions, requirements and
specifications set forth within all applicable documents issued by the HA. By
virtue of completing, signing and submitting the completed documents, the
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