Benefit Consulting Services
| Location: | Colorado |
|---|---|
| Posted: | Mar 9, 2026 |
| Due: | Mar 30, 2026 |
| Agency: | Fort Morgan |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
Benefit Consulting Services
|
| Category: | Professional Services |
| Status: | Open |
|
Attachment Preview
REQUEST FOR PROPOSALS
For
Benefit Consulting Services
Jennifer Cuckow
Director of Human Resources & Risk Management
HUMAN RESOURCES
P.O. BOX 100
FORT MORGAN, COLORADO 80701
(970) 542-3975
Request for Proposal to Provide Benefit
Consulting Services to The City of Fort Morgan
Introduction and Instructions
The City of Fort Morgan is requesting proposals from qualified individuals or organizations (hereinafter
referred to as “Firm”) for employee benefit consulting services, as defined under the Scope of Work and
Service Expectations section contained herein.
Proposals must be received c/o Director of HR & Risk Management, no later than 3:00 p.m. MST on
March 30, 2026.
If proposal is to be delivered via private courier, such as FedEx, UPS, ect. it must be submitted
in a sealed envelope marked “Request for Proposal/City of Fort Morgan Benefit Consulting
Services” sent to: 110 Main Street, Fort Morgan, CO 80701
If proposal is to be mailed via USPS, it must be mailed in a sealed envelope marked “Request
for Proposal/City of Fort Morgan Benefits Consulting Services” sent to: PO BOX 100, Fort
Morgan, CO 80701
If proposal is to be emailed, it is to be sent to: cfm.bids@cityoffortmorgan.com
Proposals received after the published date and time will not be considered. It is the sole responsibility of
the Firm to ensure that their proposal is received on time. The City is not responsible for delays which
may occur by the United States Postal Service, or any other means of delivery used by the Firm.
If a Firm finds a discrepancy or omission from the Request for Proposal (“RFP”), or should require
additional clarification of any part thereof, a written request for interpretation may be submitted. Any
interpretation of, or change made to the RFP will be made by written addendum to each Firm, and shall
become part of the request for any contract awarded.
Each Firm, by submission of its signed proposal, agrees to be bound by each and every term and
condition contained in this RFP.
A copy of this Request for Proposal may be downloaded at www.cityoffortmorgan.com. Questions
regarding this proposal should be sent in writing to the below by no later than 3:00 p.m. March 23, 2026.
Jennifer Cuckow, Director of HR & Risk Management
City of Fort Morgan
PO Box 100
Fort Morgan, CO 80701
Jennifer.cuckow@cityoffortmorgan.com
(970) 542-3975
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Timeline of Activities
Issue Request for Proposal
Proposal deadline
Award benefit consulting services contract
March 9, 2026
March 30, 2026
April 24, 2026
Benefits Overview
Plan Year/Open Enrollment
The City’s benefit plan year is January 1 – December 31. The fiscal/budget year is the same as the plan
year. Open enrollment is held every year in October for changes effective January 1st of the following
plan year.
Benefits
The City of Fort Morgan has an employee base of approximately 160 full-time, “regular” positions. The
benefits for which the Firm will be responsible are those offered for full-time City employees. The
Human Resources Department is responsible for the administration of employee benefits.
These include:
PPO Plan, HDHP (High) and HDHP (Low) with Cigna, utilizing a third-party administrator
(currently Lucent). Stop loss carrier is Stealth.
Prescription services with RxBenefits
Dental plan with Delta
Vision plan with VSP
Flex & HSA plans with Discovery Benefits
Life Insurance, STD, LTD and voluntary Life Insurance with Lincoln
Lifelock
Aflac – Accident & Critical Illness
EAP - BreeHealth
Scope of Work and Service Expectations
The Firm will assist the City in evaluating strategies to minimize increasing medical costs. This includes
continual review of the organizational needs and objectives of the City relating to benefit plan design, and
assisting in plan management, funding, implementation and ongoing administration, research and
technical services, renewals, marketing and plan compliance. A detailed scope of work and service
expectations will be finalized prior to the time the contract is signed. The Firm will provide the following
services throughout the term of the contract:
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1. Serve as a technical consultant on all health insurance issues. Provide management advice and
assistance reviewing the City’s current benefits program, and notify the City of any necessary
plan document amendments or changes that need to be made.
2. Provide general guidance on national and regional trends in benefits and eligibility
requirements. Provide recommendations as to alternative benefit programs as reflected by the
City’s plan costs or benefit practices.
3. Assist in developing and achieving long-term benefit goals and objectives.
4. Provide notification and updates to federal and state laws, regulations, administrative and/or
judicial rulings and tax laws that may affect the City’s benefits program. Also, monitor and
provide information on pending or new legislation.
5. Maintain records of the financial and claims experience, as well as records on the condition and
progress of the City’s benefits program and provide quarterly reports. Advise on methods for
improving cost containment. Provide monthly payment and COBRA reports. Provide annual
claims analysis report for the prior year and projected costs for the following year.
6. Recommend annual employee contribution rates and provide an analysis of the fiscal impact
and funding requirements of those rates for the upcoming fiscal year. Research and
recommend alternative funding options.
7. Review and negotiate with vendors’ favorable costs, terms, and services for all City benefits,
including health, third party administration, dental, vision, life and AD&D insurance, employee
assistance, flexible spending, prescription drugs, stop loss and other plans.
8. Coordinate the receipt and review of contracts, plan documents and summary plan descriptions,
including amendments and restatements. Ensure accuracy and comprehensiveness of coverage.
Serve as liaison with providers in making necessary changes. Coordinate with City’s legal
counsel regarding contract interpretation, as needed.
9. Assist with adjudication of specific claims when requested by the city. Provide a
comprehensive and objective review of these claims to determine whether they are being
adjudicated according to the terms and conditions of any applicable plan document or contract.
Serve as a liaison between the City and program and other benefits contractors, including
coordination of reporting and assistance resolving claims.
10. Assist with the preparation and evaluation of requests for proposals (RFPs) for various vendors
in compliance with the City’s policies and procedures when requested. This may include
developing evaluation criteria for reviewing these proposals.
11. If requested, review employee communication materials for content and compliance with
federal and state laws and regulations. Help prepare materials and assist the Human Resources
Department in conducting annual open enrollment meetings.
12. Be available to attend meetings with City representatives as required (generally only a few
times a year in addition to annual enrollment meetings). Assist the City on a regular basis and
in a timely manner to resolve any problems that may arise. Provide a backup service person
that is knowledgeable about the City’s programs and benefits.
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13. Serve as the City’s HIPPA and COBRA compliance coordinator. Manage the ongoing
administration of COBRA in compliance with federal and state guidelines.
14. Maintain the confidentially of the City’s health claims, records and related data, which cannot
be sold, shared or otherwise disclosed to other companies or individuals without written
permission from City officials.
15. Prepare and review contracts, plan documents, insurance policies and other documents for
applicability, accuracy, and understandability. Coordinate review of all agreements with the
City’s legal counsel.
16. Participate in appropriate audits of vendors by preparing comprehensive and detailed reports,
including recommendations of the audit findings, and review results with the City’s plan
administrators.
17. The City reserves the right under the terms of this RFP to request related duties not specifically
set forth in the scope of work and service expectations.
Submitted Proposal Conditions
1. All Firms submitting a proposal shall comply with all conditions, requirements and specifications
contained herein. Failure to submit all requested information will result in rejection of the
proposal.
2. A duly authorized official of the Firm submitting the proposal must sign the proposal.
3. Only one proposal will be accepted from each Firm.
4. All price quotes must be firm for a period of one year following the opening of the proposal.
5. Each proposal must contain a “not to exceed” amount or “lump sum” payment specifically stated
within the proposal.
The City of Fort Morgan reserves the right to reject any and all proposals or any part thereof.
The City of Fort Morgan will not return proposals or other information supplied to the City by the Firms.
Evaluation of Proposals
The City will evaluate each proposal based on the criteria set forth below. Proposed Firms may be required
to make oral presentations as part of the evaluation process. The City is committed to selecting the most
responsible, responsive and competitive offer for the contract, but will not base its evaluation solely on
price. Following the notification of the successful Firm, it is expected that a contract will be executed
between the City and the Firm within two weeks, subject to the availability of specific funding for these
professional services.
Evaluation Criteria
The following criteria will be used to evaluate all proposals:
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