BENEFITS ADMINISTRATION
| Location: | Florida |
|---|---|
| Posted: | Sep 5, 2025 |
| Due: | Sep 17, 2025 |
| Agency: | Hillsborough County Public Schools |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 25447-RFP-DST |
| Publication URL: | To access bid details, please log in. |
Main
Agency
Hillsborough County Public Schools
Hillsborough County Public Schools
Status
Active
Active
Fiscal Year
2026
2026
Title
BENEFITS ADMINISTRATION
BENEFITS ADMINISTRATION
Type
Request for Proposal
Request for Proposal
Department
Online Submissions
Yes
Yes
Project Estimate
Piggyback Solicitation
No
No
Insurance Required
No
No
Bid Bond Required
No
No
Bid Bond Amount
Performance Bond Required
No
No
Performance Bond Amount
Construction Bond Required
No
No
Construction Bond Amount
Scope of Services
HCPS is looking to align with a benefits administrator that delivers exceptional service with a dedicated, robust team of seasoned individuals to support their employee and employer service needs. Beyond the day-to-day delivery, the future expectations below address the critical needs and expectations HCPS will have of their vendor partner.
HCPS currently seeks a proposal for a U.S. benefit administration outsourcing partner with a July 1st, 2026 go-live date.
This RFP is designed to evaluate vendor partners through a holistic lens to ensure the selected partner is aligned with HCPS`s strategic vision and key objectives moving forward.
HCPS is looking to align with a benefits administrator that delivers exceptional service with a dedicated, robust team of seasoned individuals to support their employee and employer service needs. Beyond the day-to-day delivery, the future expectations below address the critical needs and expectations HCPS will have of their vendor partner.
HCPS currently seeks a proposal for a U.S. benefit administration outsourcing partner with a July 1st, 2026 go-live date.
This RFP is designed to evaluate vendor partners through a holistic lens to ensure the selected partner is aligned with HCPS`s strategic vision and key objectives moving forward.
Dates(All times are listed as
EST
)
Broadcast Date
8/15/2025 7:00 PM EST
8/15/2025 7:00 PM EST
Question End Date
8/29/2025 7:00 PM EST
8/29/2025 7:00 PM EST
Due Date
9/17/2025 3:00 PM EST
9/17/2025 3:00 PM EST
Bid Opening Date
Pre-Bid Meetings
Total: 0
(All times are listed as
EST
)
| Date | Time | Mandatory | Location |
Shortlist Meeting
Total: 0
(All times are listed as
EST
)
| Date | Time | Location |
Documents
Total: 7
Quote/Bid
Quote/Bid Items
Additional Quote/Bid Items Fields
Quote/Bid Items
Total: 0
| # | Required | Group | Make | Model | Description | Quantity | Unit of Measure | Price/ Percent | Type |
Delivery Date
None
None
Required Files to be Uploaded by the Vendor
None
None
Shipping
None
None
Terms and Conditions
None
None
Include Shipping in Price of Items
No
No
Display Bid Tabulation to Vendors
No
No
Display Vendor Submissions to Vendors
No
No
View Vendor Submissions while Bid Solicitation is Active
No
No
Allow Options File to be Updated after Due Date
No
No
Allow Post Due Date Submission
No
No
Questions & Answers
Total: 172
| Question | Date Asked | Answer | Date Answered |
| What obstacles do employees face during enrollment that you’d like to see improved? | 8/27/2025 4:37:49 PM | ||
| Do employees prefer more one-on-one guidance during enrollment, or do they lean toward self-service tools? | 8/27/2025 4:38:02 PM | ||
| Are there specific groups of employees with unique needs that aren’t fully supported today? | 8/27/2025 4:38:07 PM | ||
| What challenges does your administrative team face today that you’d like a new solution to help address? | 8/27/2025 4:38:13 PM | ||
| What type of support does your HR or benefits team currently receive from your technology vendor? | 8/27/2025 4:38:18 PM | ||
| If you could improve one thing about how support is delivered — to employees or administrators — what would it be? | 8/27/2025 4:38:31 PM | ||
| When you evaluate benefit programs, what matters most: cost savings, employee satisfaction, outcomes, or a balance? | 8/27/2025 4:38:36 PM | ||
| If we were sitting down a year from now, what outcomes would make you say, “this partnership really works”? | 8/27/2025 4:38:46 PM | ||
| Are retirees a closed group? If not, what criteria determine eligibility (e.g., years of service, age, location)? | 8/27/2025 4:38:50 PM | ||
| Do surviving spouses or dependents continue coverage? If so, how are split families handled (e.g., spouse or employee over/under age 65)? | 8/27/2025 4:38:57 PM | ||
| How do retirees pay for coverage — direct billing, pension deduction file, or another method? | 8/27/2025 4:39:06 PM | ||
| How are retiree rates/subsidies calculated — is there a flat rate or does it vary? | 8/27/2025 4:39:12 PM | ||
| What is the process for handling retirees aging into Medicare? Is Medicare coordination required? | 8/27/2025 4:39:24 PM | ||
| How many retiree classifications exist (beyond pre-65 and post-65)? | 8/27/2025 4:39:38 PM | ||
| Of the 646 retirees, how many are enrolled in at least one benefit requiring direct billing? | 8/27/2025 4:39:44 PM | ||
| Please confirm the number of Federal EINs for ACA services. | 8/27/2025 4:39:56 PM | ||
| How many variable-hour employees are tracked for ACA hours/eligibility? | 8/27/2025 4:40:01 PM | ||
| Can you expand on the ACA “internal assist” item noted in Section 1.6 of the tasks & deliverables? | 8/27/2025 4:40:05 PM | ||
| What payroll system do you currently use? | 8/27/2025 4:40:10 PM | ||
| What HRIS system do you currently use? | 8/27/2025 4:40:14 PM | ||
| Which SSO integration(s) is the District interested in implementing? | 8/27/2025 4:40:18 PM | ||
| Are there files imported into the current system (e.g., wellness achievement, voluntary benefits)? | 8/27/2025 4:40:22 PM | ||
| Are split bills required (by location, entity, department)? | 8/27/2025 4:40:29 PM | ||
| Please provide enrollment volumes for both Critical Illness and Accident Insurance. | 8/27/2025 4:40:46 PM | ||
| Are employees required to show proof of other coverage to receive the opt-out credit? If so, do they need to recertify annually? | 8/27/2025 4:40:55 PM | ||
| Are employees allowed to decline both medical coverage and the opt-out credit? | 8/27/2025 4:41:08 PM | ||
| Is HRA administration included in scope? | 8/27/2025 4:41:15 PM | ||
| Is Retiree death processing included in scope? | 8/27/2025 4:41:21 PM | ||
| Claims and Appeals: please confirm the level of involvement expected from the service provider. Is claims advocacy included? | 8/27/2025 4:41:25 PM | ||
| Confirm the service provider’s role in Power of Attorney services. | 8/27/2025 4:41:33 PM | ||
| Is claims-based decision support of interest? | 8/27/2025 4:41:38 PM | ||
| Call Center: What is the average annual call volume? | 8/27/2025 4:41:42 PM | ||
| Call Center: What is the average call volume during Open Enrollment? | 8/27/2025 4:41:47 PM | ||
| Call Center: What service hours are requested? | 8/27/2025 4:41:52 PM | ||
|
Call Center: Will retirees use the service center? (The enrollment counts on the pricing tab reflect both active and unenrolled employees.)
|
8/27/2025 4:42:04 PM | ||
| Will there be a separate questionnaire for Risk & Security? | 8/27/2025 4:42:16 PM | ||
|
What is the name of the benefit administration system/platform that you currently use?
|
8/29/2025 7:33:02 AM | ||
|
Is the benefit administration system provided by the Benefit Administrator and/or Benefits Consultant or is it owned by HCPS?
|
8/29/2025 7:33:26 AM | ||
|
Is the benefit administration system also used for your employee benefit annual enrollments?
|
8/29/2025 7:33:44 AM | ||
|
What payroll system does HCPS use?
|
8/29/2025 7:33:59 AM | ||
|
Is your benefit administration system and payroll system integrated? If so, describe the type of integration(s).
|
8/29/2025 7:34:14 AM | ||
|
What is the current method for your employees to login to the benefit administration/enrollment system? Do employees use their HCPS credentials to sign on through an active directory SSO? Or is a multi-factor authentication process used?
|
8/29/2025 7:34:30 AM | ||
| The RFP overview describes that the current administrator calculates arrears for medical premiums which are annualized to incorporate in remaining pay period deductions. If possible, please supply and example calculation and a description of the role of payroll vs. the H&W benefits administrator in this process. | 8/29/2025 7:34:49 AM | ||
| Please describe how retiree H&W benefits eligibility is determined (e.g., derived within the HRIS system and provided to the H&W administrator via the HRIS file, data to support eligibility determination supplied via the HRIS file, etc.). | 8/29/2025 7:35:07 AM | ||
|
How many retirees are in each of the following categories:
- Pre 65 - Post 65 - Life Insurance Only |
8/29/2025 7:35:23 AM | ||
|
Please describe any differences between the Pre-65 and Post-65 retiree populations (e.g., are Medicare Advantage and/or EGWP plans offered to the retirees, do benefits end with access to coverage through another third-party, etc.).
|
8/29/2025 7:35:37 AM | ||
|
Are there particular health conditions or cost drivers that your team is prioritizing as part of your benefits strategy, especially as it relates to benefits engagement?
|
8/29/2025 7:36:16 AM | ||
| Does HCPS currently have onsite representation from the Benefits Administration or Consulting firm? If so, how many. If not, is there interested by HCPS in having onsite representation? | 8/29/2025 7:36:40 AM | ||
|
What reporting cadence and format do you expect?
|
8/29/2025 7:36:50 AM | ||
| What is the preference for adhoc reporting turnaround (ie) hours/days? | 8/29/2025 7:37:03 AM | ||
| What are expectations on open issue (OI) tracking transparency (how detailed, real-time access vs. monthly summaries? | 8/29/2025 7:37:16 AM | ||
| Does HCPS require dedicated service representatives for retiree/death/and disability events? | 8/29/2025 7:37:29 AM | ||
| Does HCPS have interest in technology credits or product commissions offsets from insurance carriers that can reduce or eliminate fees? | 8/29/2025 7:37:49 AM | ||
|
What is your preferred pricing structure - PEPM, Flat Fee or Hybrid?
|
8/29/2025 7:38:09 AM | ||
|
Can you provide a list of all core and voluntary benefits that HPCS currently offers and the name of the insurance carrier who underwrites the product or provide a copy of our current employee benefit guide?
|
8/29/2025 7:38:24 AM | ||
| What decision support tools are currently provided by Alight, is the current system inclusive of all insurance products or just medical? | 8/29/2025 7:38:39 AM | ||
|
Are there any decision support tools that HCPS does not currently have that you would be interested in having for your employees?
|
8/29/2025 7:38:51 AM | ||
| Can you clarify voluntary product structure flexibility (ie) stacking policies, issue age policies, portability? | 8/29/2025 7:39:12 AM | ||
| 1.2.1 - It states that the Benefits Administrator will be paid directly by the Benefits Consultant. Can you clarify? | 8/29/2025 7:39:53 AM | ||
| 1.2.1 - Is Alight the current Benefits Administrator and Benefits Consultant? If so, will the Benefits Administrator and Benefits Consultant be the same in the future? | 8/29/2025 7:40:14 AM | ||
| 1.2.1 - Will there be a RFP for Benefits Consultant also published by HCPS? If so, when is that RFP expected to be released? | 8/29/2025 7:40:43 AM | ||
| 1.6 - Can you share the current pricing/fees for each of the services listed in the RFP? | 8/29/2025 7:41:10 AM | ||
| 1.6.1 - What is the expected times during the week where the call center would be available? (ie) Mon-Fri 8am-6pm EST | 8/29/2025 7:41:41 AM | ||
| 1.6.1 - Can you provide reporting on the number of calls received on a weekly basis and the average length of call? Are there peak times during the year that the call center numbers increase? | 8/29/2025 7:42:09 AM | ||
| 1.6.1 - Is this call center the same used during your open enrollment dates? | 8/29/2025 7:42:37 AM | ||
| 1.6.2 - What is your current process for dependent verification? | 8/29/2025 7:43:00 AM | ||
| 1.6.2 - How often is dependent verification conducted? | 8/29/2025 7:43:15 AM | ||
| 1.6.3 - Can you elaborate on what is meant by "assist with an internal ACA item"? | 8/29/2025 7:43:42 AM | ||
| 1.6.3 - Can you provide additional details on the expectations for ACA Compliance including the Benefit Administrator`s responsibility with reporting? | 8/29/2025 7:44:41 AM | ||
| 1.6.3 - Can you provide reporting on the number of current COBRA participants? | 8/29/2025 7:45:02 AM | ||
| 1.6.3 - What insurance products are part of your COBRA program? | 8/29/2025 7:45:25 AM | ||
| 1.6.4 - Can you provide reporting on the number of Healthcare FSA and Dependent Care FSA accounts that are currently in force? | 8/29/2025 7:45:48 AM | ||
| 1.6.5 - Can you provide reporting on the number of direct bills and the and the type of direct bill (LOA, COBRA, Retiree)? | 8/29/2025 7:46:06 AM | ||
| 1.6.5 - What is the method(s) used for employees premium remittance (ACH, Credit Card, Direct Payment)? | 8/29/2025 7:46:25 AM | ||
| 1.6.5 - What is the direct billing mode (monthly, quarterly)? | 8/29/2025 7:46:45 AM | ||
| 1.6.6 - Are 20 and 25 the only payroll deduction modes used by HCPS? If not, please list others used. | 8/29/2025 7:47:06 AM | ||
|
1.6.7 - Can you elaborate what your expectations relative to Closed Loop Payroll and system integrations?
|
8/29/2025 7:47:26 AM | ||
| 1.6.8 - Is the decision support tool exclusively part of your benefit administration/enrollment system? | 8/29/2025 7:47:45 AM | ||
| 1.6.9 - Can you provide examples of custom communications currently used? | 8/29/2025 7:48:03 AM | ||
|
1.6.10 - Can you provide more information on your Total Rewards program?
|
8/29/2025 7:48:21 AM | ||
| 1.6.11 - What is your current qualified medical support order process? Is it administered in your benefit administration system? | 8/29/2025 7:48:47 AM | ||
| 1.6.11 - Is the QMCSO expectation for the Benefits Administrator to simply process the event systematically or to also validate? | 8/29/2025 7:49:21 AM | ||
|
1.6.12 - Please elaborate on the expectations of the Benefits Administrator for Claims and Appeals?
|
8/29/2025 7:50:03 AM | ||
|
1.6.13 - Please elaborate on the expectations for Power of Attorney? Does this pertain to vendor contracts, authorization to be a a fiduciary?
|
8/29/2025 7:50:43 AM | ||
| Is the Client looking for fully US based, on-shore services, or are certain non-client facing activities allowed to be performed offshore? | 8/29/2025 10:47:15 AM | ||
|
What is the total population to consider?
Number of Active population? Number of COBRA members? Number of FSA participants? Number of Retirees? |
8/29/2025 10:48:44 AM | ||
| Please elaborate on extent of billing support | 8/29/2025 10:48:59 AM | ||
| Does the Client Requirement Billing & Reconciliation Services with the carriers? | 8/29/2025 10:49:07 AM | ||
| Would you like us to provide you with a quote for Direct Billing services for retirees and employees of LOA? If yes for Direct bills, can you provide the monthly average number of direct bills you currently send? | 8/29/2025 10:49:30 AM | ||
|
ACA : please can you elaborate if you are simply looking for extracts from the ben admin, or a quote for the ACA & IRS service?
o If yes, what is the total population to consider? o 1095c forms sent last year o Anticipated 1095-C Count this year o Subsidy Appeal Services - Does the County opt for Subsidy Management? |
8/29/2025 10:50:17 AM | ||
| Does the Client need the call center services for enrollment and ongoing services? Please confirm. | 8/29/2025 10:50:28 AM | ||
|
Does the Client need the call center services for enrollment and ongoing services? Please confirm.
If yes to employee call center, please can you provide: Historical average number of calls received during OE? Historical average number of calls received monthly outside OE? Average duration of calls |
8/29/2025 10:51:09 AM | ||
| Is the Client looking for Dependent Eligibility Verification audit as well? If yes, please provide the number of dependents to be covered in the audit? | 8/29/2025 10:51:19 AM | ||
| Please confirm when the County desires to go-live on the new benefits administration platform. This will be required to construct an appropriate implementation timeline and plan | 8/29/2025 10:51:42 AM | ||
|
Please confirm the County`s plan year
When is the County`s annual enrollment held each year? |
8/29/2025 10:52:08 AM | ||
| What is the expected award date for this RFP? | 8/29/2025 10:52:18 AM | ||
|
Who is the current vendor servicing the contract now?
What ben admin system is currently in place? Who is the current COBRA administrator? Are there any expected insurance carrier or benefit changes at the next upcoming OE period? |
8/29/2025 10:52:40 AM | ||
| What other vendors do you currently utilize? | 8/29/2025 11:03:14 AM | ||
| Who do you currently utilize as a benefits consultant? | 8/29/2025 11:03:21 AM | ||
| For question 24 on tab E "is HCPS able to opt in/opt out" can you provide more detail on what this means? | 8/29/2025 11:03:54 AM | ||
|
B - General (Dependent Verification) #1 , Line 33 -
Dependent Verification: Are you seeking a one-time audit only, ongoing new hire verification or both? |
8/29/2025 11:27:27 AM | ||
| D -Customer Service #11, Line 16 - Is a fully onshored Call Center a requirement for award? If not, would you like pricing provided separately for fully onshore services? | 8/29/2025 11:28:11 AM | ||
|
D -Customer Service #39A-N, Line 44 - "For printing and fuilfillment, should providers assume quantity is all 24k+ employees?
Is providing at no additional cost a stipulation of contracting? Are you asking selected provider to print and mail at solely the pass-through cost of postage?" |
8/29/2025 11:28:35 AM | ||
| Section 1.6, Page 3 -Claims & Appeals: please provide clarification on services expected. | 8/29/2025 11:29:02 AM | ||
| Section 1.6, Page 4 - Please clarify "20 pay and 25 pay" refers to semi-monthly and bi-weekly respectively. | 8/29/2025 11:29:23 AM | ||
| Section 1.6, Page 5 - A "Change Order Menu" is requested. Please specify specific changes/services for which you are seeking pricing. | 8/29/2025 11:29:45 AM | ||
| Section 3.5, Page 19 - Signed Reference Forms: Can we just provide requested references in the Questionnaire (Tab B -Additional items #1, Line 54? Are reference signatures a requirement for consideration? | 8/29/2025 11:30:20 AM | ||
| Section 5.1, Page 31 - Price Sheets: Is this a separate document from the pricing to be input on Tab H -PricingFees? | 8/29/2025 11:31:24 AM | ||
| Section 1.6, Page 4 - Regarding the calculation of arrears, is the expectation as follows: If an employee has an amount in arrears, that amount needs to be divided into the remaining pay periods within the year. For example: In the 16th pay period of a bi-weekly employee they incur $400 worth of arrears. That $400 needs to be spread out over the remaining 10 pay periods ($40 per pay). | 8/29/2025 12:05:29 PM | ||
| Can you clarify what you are looking for when you reference “Power of Attorney” under section 1.6 Tasks and Deliverables? | 8/29/2025 12:16:02 PM | ||
| Can you clarify what you are looking for when you reference “Power of Attorney” under section 1.6 Tasks and Deliverables? | 8/29/2025 12:16:14 PM | ||
| Can you please describe your current process with your life insurance carrier when evidence of insurability is required? | 8/29/2025 12:17:01 PM | ||
| For the dependent audit verification services, what products are you wanting audit verification services for? | 8/29/2025 12:31:07 PM | ||
| Can you expand on what is meant by “Claims and Appeals Management (Level 1 handled by Ben Admin, level 2 reviewed by client)” of the Pricing Questionnaire excel and within RFP section 1.6 Tasks and Deliverables “Claims and Appeals”. | 8/29/2025 12:31:27 PM | ||
| Would HCPS Staff find value in having a single “dashboard” to view benefits and 403b participation? | 8/29/2025 12:31:48 PM | ||
| Is HCPS accepting a proposal from the current Benefits Administration provider? | 8/29/2025 12:32:01 PM | ||
| Are we permitted to attach 1-pagers and collateral for section 1.6 Tasks and Deliverables Within the Pricing Questionnaire excel in tab A-ProposalRqmnts line 8 #3 it states “Response should be noted in the requested response boxes within this RFP. No responses should refer to a separate attachment unless requested by the RFP to do so”. | 8/29/2025 12:32:20 PM | ||
| Custom Communications: What level of customization is expected for communications (e.g., branding, language, delivery channels)? Are there existing templates or style guides? | 8/29/2025 12:32:32 PM | ||
| Microsite Expectations: What functionality is expected from the microsite page content mentioned under communications? Is it informational only or interactive? | 8/29/2025 12:32:42 PM | ||
| Within Tab H-PricingFee, are you saying that HCPS only has 20 cobra participants per month/per year or did you want that used as an example for quoting purposes? | 8/29/2025 12:32:52 PM | ||
| Tab H-Pricing Fees, should Column C reflect PEPM or PEPY? Currently, entering $5.00 in Column C (PEPM) results in a total of $98,410, which seems inaccurate unless Column D includes a multiplier of 12. Could you please clarify whether the formula in Column D is correct or if the pricing unit in Column C should be adjusted? | 8/29/2025 12:33:02 PM | ||
| To confirm, when “H&W” is referenced in Tab B-General, you are referring to Health & Wellness? | 8/29/2025 12:33:14 PM | ||
| What is your idea of "Automation of EOI processes"? Can you elaborate. | 8/29/2025 12:39:43 PM | ||
| For the dependent verification, is the District looking to verify medical dependent eligibility only, or other plans as well? | 8/29/2025 12:57:03 PM | ||
|
1.6
Question 4 -Please expand on spending accounts administration Question 6 – Expand more on billing premiums and remittance Question 7 – Expand more on Closed Loop payroll Question 8 – Can we utilize third party for decision support? Questions 12 – Support on medical claims and appeals, please expand on exactly what you are looking for Question 12 – Power of Attorney – what you would like us to do besides help retirees Customized Solutions Please give clarification on what you’re referring to in regard to supporting 400+ unique eligibility groups Considerations We don’t support SSO but we support ASI’s – is this okay? Modernizing all communications – are you referring to text support with OE or text support on the website, can you clarify what you’re looking for Overall Experience What are you referring to with PG/service levels Technology Is a Mobile App a “must have”? CBIZEnroll is web optimized Service/People – Client Team Please expand on this bullet point - “Consulting on Benefit Administration best practices to help HCPS activate their future benefit strategies using cutting-edge technology” |
8/29/2025 1:07:26 PM | ||
| 1.6 Question 4 -Please expand on spending accounts administration | 8/29/2025 1:08:41 PM | ||
| Question 6 – Expand more on billing premiums and remittance | 8/29/2025 1:08:59 PM | ||
| Question 7 – Expand more on Closed Loop payroll | 8/29/2025 1:09:19 PM | ||
|
Question 8 – Can we utilize third party for decision support?
|
8/29/2025 1:09:39 PM | ||
|
1. How will retiree benefit eligibility be determined and who will own that determination?
2. What is the ‘Retiree Letter’ and what triggers it to be sent? Is paper fulfillment required? 3. Is enrollment and billing support required for post 65 retirees? 4. What plans are post-65 retirees are offered i.e. Group Coverage, Medicare Advantage or Supplemental? 5. Are spouses and dependents eligible for retiree coverage? If so, please provide the following: a. Is there split retiree coverage? If so, please describe. b. Is there surviving spouse coverage? If so, please describe. 6. How do retirees pay for coverage? Billed? Direct Bill? Pension? Please describe. 7. Is Pension Coordination required? 8. Can employees initiate the retirement process in advance of their retirement date and, if so, how far in advance? 9. Do you offer an EGWP plan to your retirees and, if so, what related administrative support do you require? 10. Do you require any Medicare Part D Retiree Drug Subsidy coordination support? 11. Is retirement modeling support required? 12. Are retirees required to elect coverage at retirement to maintain retiree benefit eligibility or can they defer and elect at a later time? 13. Can retirees simultaneously be enrolled in retiree coverage for some plan types and COBRA coverage for other plan types? 14. Who will be responsible for producing the Medical and RX videos? 15. What content is included in the Binders for benefits team (including over and spine)? 16. How many carrier bills require reconciliation? 17. Please provide the following: a. Annual turnover percentage: b. Annual new hire/re-hire percentage: 18. Will HCPS begin with an Active, passive, or hybrid annual enrollment (year one and ongoing)? 19. If HCPS has a wellness plan, does the wellness provider send a wellness achievement file back to the ben admin? What does this file contain to award employees with credit/premium reduction? 20. Please provide a list of carriers receiving files from your current provider? 21. Do any of your carriers send data back to your current ben admin provider? If so, please describe? 22. Please provide the following: a. Number of payroll schedules: b. Payroll file requirements (closed-loop, retroactivity, etc.)? 23. What website language support is needed? 24. SSO requirements / number of inbound and/or outbound integrations: 25. Please provide Contact Center stats for the following, if available: a. Are there estimates on the average annual call volume for call center services? b. How many employees reach out via email or in-system communications? c. Average Annual Enrollment Volume? |
8/29/2025 1:10:00 PM | ||
| Questions 12 – Support on medical claims and appeals, please expand on exactly what you are looking for | 8/29/2025 1:10:03 PM | ||
| are there any restrictions on the types, size or number of files that can be uploaded? | 8/29/2025 1:17:33 PM | ||
| 1 Does HCPS have a decision support tool today? If so, please describe. | 8/29/2025 2:52:25 PM | ||
| How many single-sign on connections does HCPS currently have in place today? | 8/29/2025 2:52:40 PM | ||
| Does HCPS need the benefits administration partner to provide an ACA hours tracking solution, just ACA forms generation, or both? | 8/29/2025 2:52:53 PM | ||
| When does HCPS`s current contract with alight expire? | 8/29/2025 2:53:03 PM | ||
| What languages other than English does HCPS require the employee portal and/or communications to be in? | 8/29/2025 2:53:15 PM | ||
| Who maintains the current benefits microsite (https://hcpsbenefitsinfo.com/)? | 8/29/2025 2:53:27 PM | ||
| Please confirm that HSA administration is not in scope, only FSA administration. | 8/29/2025 2:53:38 PM | ||
| Please provide medical enrollment counts by plan. | 8/29/2025 2:53:49 PM | ||
| Does HCPS have any other HCM (payroll, HRIS, etc.) projects planned over the next 12 months? | 8/29/2025 2:53:58 PM | ||
| Does HCPS currently have a full closed loop process in place with alight? | 8/29/2025 2:54:45 PM | ||
| Does HCPS have any manual or non-standard processes in place today that HCPS would like to improve or automate? | 8/29/2025 2:54:57 PM | ||
| Please describe what integration if any is required with the Florida Retirement System (FRS). | 8/29/2025 2:55:09 PM | ||
| Do retirees get the option to pay for benefits out of their pension? | 8/29/2025 2:55:19 PM | ||
| Would the benefits administration vendor administer COBRA for retirees? | 8/29/2025 2:55:28 PM | ||
| How does HCPS primarily communicate with employees (paper, email, text message, etc.)? | 8/29/2025 2:55:40 PM | ||
|
Who designs and creates the below HCPS communications?
a. Benefits Guides (active & retiree) b. Binders for benefits team c. eCards d. Posters & postcards e. Medical & Rx videos |
8/29/2025 2:55:57 PM | ||
| Please detail HCPS`s expectations regarding advocacy services. Is this a service that HCPS is in scope for this RFP? | 8/29/2025 2:56:45 PM | ||
| Please describe how the current benefits mobile app is being utilized by HCPS and any related improvements or changes HCPS would like to see. | 8/29/2025 2:56:58 PM | ||
| Please provide additional information regarding the requirements and process for tracking how FMLA leaves are paid and to for the ben admin provider to switch participants from Board Paid to Non-Board Paid mid-Leave. Please describe any challenges or changes HCPS would like to make to this process. | 8/29/2025 2:57:10 PM | ||
| Are there any reporting gaps or difficulties that HCPS would like to improve upon? | 8/29/2025 2:57:24 PM | ||
| What are HCPS`s strategic benefits goals in the next 12-24 months? | 8/29/2025 2:57:34 PM | ||
| How many new dependents are added to coverage that require verification in a given month or year? | 8/29/2025 2:57:45 PM | ||
| How many QMCSO orders are processed in a given month or year? | 8/29/2025 2:57:54 PM | ||
| How many FEINs does HCPS have? | 8/29/2025 2:58:14 PM | ||
| How many 1095 forms were sent to employees in the most recent year (2024)? | 8/29/2025 2:58:54 PM | ||
| Does HCPS require any state filings (CA, NJ, RI, DC)? | 8/29/2025 2:59:04 PM | ||
| How many POA requests does HCPS receive per year? | 8/29/2025 2:59:18 PM | ||
| The volume of 460 direct billed participants in the pricing sheet does not specify if the 460 also includes retirees. Do retirees need to be direct billed in addition to LOA participants? If so, how many in a given month need to be direct billed? | 8/29/2025 2:59:31 PM | ||
| In Section 1.1.1, the RFP states that subcontractors “must obtain HCPS’ approval and comply with all the Contractor’s requirements herein.” Since we will not be engaging any subcontractors who are direct parties to the contract, may we confirm that this requirement is indeed non‑applicable to our situation? Additionally, can you clarify whether HCPS expects to vet all of our vendors as if they were direct subcontractors—or only those that will formally appear as parties to the contract? | 8/29/2025 2:59:45 PM | ||
|
In Section 1.2.1, the RFP states: “The Benefits Administrator will be paid directly by the benefits consultant.” For accuracy and alignment with your expectations:
Can you confirm who is the intended “benefits consultant” referenced in this clause? Could you clarify the nature of the contractual relationship you envision between the benefits administrator, the consultant, and HCPS? Specifically, should we assume that our contract would be solely with the administrator, with all administrative fees managed via Consultant, or that HCPS would have a separate agreement directly with the consultant? |
8/29/2025 3:00:08 PM | ||
| Should we submit the Vendor Registration Form with our RFP response or is only required if awarded? | 8/29/2025 3:00:18 PM | ||
|
Technical & Operational Clarifications
- Can you confirm whether the 400+ eligibility groups are static or subject to frequent change, and how those changes are communicated to the vendor? - Will HCPS provide standardized templates for the 15 recurring file feeds, or is the vendor expected to design and maintain custom formats per feed? - Are there any legacy systems or platforms (e.g., payroll, HRIS, leave management) that require integration beyond what’s listed in the RFP? |
8/29/2025 3:05:15 PM | ||
|
Employee Experience & Communications
- What languages, accessibility formats, or cultural considerations should be factored into employee-facing communications and decision support tools? - Is HCPS open to co-branded or district-themed mobile experiences to enhance engagement and adoption? |
8/29/2025 3:05:40 PM | ||
|
Staffing & Service Center Expectations- What are the expected hours of operation and staffing ratios for the call center, especially during peak enrollment periods?
- Will HCPS require dedicated agents or shared service models, and are there preferences regarding geographic location of service teams? - The “Service Center” evaluation criteria include “Culture Training.” What are the primary objectives for this training, and what topics are envisioned? |
8/29/2025 3:06:00 PM | ||
|
Reporting & Governance- What KPIs or SLAs are most critical to HCPS beyond those listed—e.g., first-call resolution, enrollment accuracy, or employee satisfaction?
- Will HCPS provide access to historical performance benchmarks from the incumbent vendor to inform transition planning? |
8/29/2025 3:06:21 PM | ||
|
Implementation & Transition- Is there a preferred phased rollout strategy (e.g., pilot groups, staggered eligibility tiers), or is full deployment expected on July 1, 2026?
- Will HCPS assign a dedicated internal liaison or steering committee to support vendor onboarding and change management? |
8/29/2025 3:06:39 PM | ||
|
Local Engagement & SBEP- Can you clarify how SBEP participation will be scored—does subcontractor engagement count toward the 10-point evaluation?
- Are there specific local vendors, nonprofits, or workforce development partners HCPS encourages collaboration with? |
8/29/2025 3:06:59 PM | ||
|
The "Service Center" evaluation criteria include "Culture Training." What are the primary objectives for this training, and what topics are envisioned?
|
8/29/2025 3:09:57 PM | ||
|
Change Management & Communications
Is the vendor expected to develop a comprehensive change management strategy, including employee readiness assessments, facilitate stakeholder workshops, etc? |
8/29/2025 3:11:03 PM | ||
|
Culture & Training
Beyond the call center, what are the primary cultural values or service philosophies of HCPS that the "Culture Training" should reinforce? Will this training be limited to call center staff, or does HCPS envision training for other groups, such as People Managers or HR Business Partners, on how to support employees through this transition? |
8/29/2025 3:16:00 PM |
Commodity Codes
Total: 10
| Code | Description |
| [918-69] | Insurance Consulting |
| [953-52] | Insurance and Insurance Services (Not otherwise classified) |
| [953-80] | Retirement Benefit Plan Insurance |
| [918-90] | Strategic Technology Planning and Consulting Services |
| [918-40] | Employee Benefits Consulting |
| [918-66] | Human Resources Consulting Services |
| [946-12] | Actuarial Services and Retirement Planning |
| [918-85] | Personnel/Employment Consulting (Human Resources) |
| [953-52] | Insurance and Insurance Services (Not otherwise classified) |
| [918-32] | Consulting Services (Not Otherwise Classified) |
Publications
Total: 0
| Publication | Date |
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