General Information

Government Type

Municipality

Entity

Kanab

Public Body

Kanab City Council

Notice Information

Add Notice to Calendar

Notice Title

RFP Employee Benefits Brokerage and Consulting Services

Notice Type(s)

Notice

Event Start Date & Time

October 24, 2025 03:10 PM

Event End Date & Time

November 10, 2025 05:59 PM

Description/Agenda

https://utah.bonfirehub.com/opportunities/207470 Project Description: Kanab City Request for Proposal To Provide Insurance Consulting Services on Employee Benefit Plans Employee Benefits Brokerage and Consulting Services The purpose of this Request for Proposal (RFP) is to enter into a contract with a qualified professional for Employee Benefits Consulting Services to assist Kanab City in the management of its employee health and wellness benefits programs. It is anticipated that the qualified consultant will review and evaluate Kanab City's current plan designs, identify competitive options, and provide recommendations to the City for consideration. In addition, the selected consultant will provide ongoing strategic guidance to include data reporting, compliance support, and technology solutions, in order to maintain appropriate and effective City-wide group health and wellness benefit plans. This RFP is designed to provide interested offerors with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to limit a proposal's content or exclude any relevant or essential data. Offerors are at liberty, and are encouraged, to expand upon the specifications to confirm service capability. Kanab City will not be liable for any costs offerors may incur in the preparation, delivery, or presentation of their proposals. Background Information on Kanab City Health Insurance: PEHP STAR HSA $2,500 Health Savings: Health Equity - (City Contribution $4,300/annually) Dental: PEHP Preferred Choice PPO $1,500 Vision: Optional- PEHP EyeMed Vision Care Plan Employee Assistance Program: Blomquist Hale Life Insurance/AD&D: PEHP ($50,000/$10,000) Disability: PEHP Telemedicine: Recuro Scope of Services - Advise Kanab City as to whether current providers and plan designs are best meeting the needs of the City and/or whether new providers and/or plan designs should be considered to help control current and future plan costs. - Provide renewal projections and secure carrier(s)/administrator(s) renewal estimates for the upcoming plan year each year the contract is in effect. - Evaluate the renewal proposals and report findings and recommendations to Kanab City. The consultant should have the ability and skill to negotiate the renewal proposals when appropriate. - When necessary, market Kanab City's group benefit plans (including preparing RFPs) for the selection of carrier(s) and/or administrator(s) for group health and welfare benefit plans. - Assist in the negotiation of the contractual terms between Kanab City and selected providers and administrators of group health and welfare benefit plans. - Ensure that all contracts, plan documents, and summary plan descriptions are produced and executed in a timely manner. Review and advise the City as to whether each contract meets the terms negotiated. - Act as a liaison, as requested, between Kanab City, its individual employees, and the insurance carrier(s)/administrator(s) in resolving problems (e.g. assisting with resolution of claims issues, billing problems, or coverage disputes). - Provide analytical and strategic consulting services on an ongoing basis for the City's group health and wellness benefit plans. - Provide comprehensive financial analysis and projection services for the City's benefit programs. - Analyze and present plan utilization information and cost projections on a monthly basis (e.g. monthly claims and expense reports). - Review current group health and welfare benefit plan offerings to ensure compliance with all applicable State and Federal laws governing insurance (i.e., ACA, HIPAA, COBRA, ERISA, USERRA, FMLA, etc.). - Provide ongoing advice and insight related to best practices to remain in compliance with State and Federal insurance laws and regulations. - Provide support for employee communication and engagement, including coordinating open enrollment meetings and providing benefits education materials to employees. - Perform other services related to Kanab City's benefit programs as requested (additional consulting services as needed). Terms of Contract It is anticipated that Kanab City will enter into a contract with the successful bidder, effective January 1, 2026 or a soon as practical. The initial term of the contract will be three (3) years, with an option to renew for up to two (2) additional one-year periods under the same terms and conditions. The final contract will include Kanab City's standard terms and conditions (e.g. insurance requirements, indemnification, non-discrimination, Utah state compliance, etc.). By submitting a proposal, the proposer agrees to accept the City's standard contract terms unless specific exceptions are noted in the proposal. Qualifications of Respondents Respondents will not be considered unless they meet the following minimum requirements: - Consultant/Broker shall possess a valid Utah business license. - Maintain a Professional Liability and/or Errors & Omissions insurance policy with limits to satisfy state code and requirements of the City's risk management company. (Respondents should ensure they meet these qualifications; proof may be required.) Proposal Content The proposal should follow the format outlined below, addressing each section in the order presented: Company Background & Qualifications - Describe your view of the role of a benefits consultant/broker and what differentiates your company from others. - Provide an overview of your company's current ownership and organizational structure, including the number and locations of your offices. - Describe the types of employer groups (size and industry) that you service and the number of current clients using your services. - How many years have you specialized in benefit brokerage services? - Describe the proposed team that would work with us and provide information about the qualifications and expertise of each team member. Strategy & Plan Management - Provide an overview of your approach to strategic benefits planning. - Outline a long-term benefits strategy consistent with current and future business needs of the City. - How frequently will you meet with us to review our plan performance and address issues? - Describe your methods for monitoring and communicating industry research, developing trends, and opportunities in employee benefits. - Explain how you stay current on marketplace standards, new services, and new technology in benefits strategy and administration. - Describe your company's marketplace leverage in negotiating with carriers on rates, policy terms, and plan design. - Do you provide specialized consulting services on ancillary and/or voluntary lines of coverage? - Please describe at least two innovative strategic solutions you have implemented for clients similar to Kanab City that highlight your benefits consulting expertise. Analytics & Cost Containment - Do you offer actuarial services? If so, please explain. - Describe your analytic capabilities and support staff. Do you have an in-house analytics team? - Describe your analytics and claims reporting tools and resources. - What resources do you use for reviewing large claims? - Describe your view of the role wellness programs have in controlling healthcare costs. What resources and tools do you offer clients around wellness initiatives? Compliance - Do you have in-house benefits attorneys or compliance specialists who provide counsel to your clients, assist with key issues, and keep clients informed of the latest legislative changes? Please explain. - How would you support us in ensuring our employee benefits programs remain compliant with all federal and state laws? How does your firm stay current with changes in laws or regulations that would affect the City? - How do you disseminate information about current trends and legislation? Do you provide training and webinars on frequently changing regulations as part of your services? - Are you qualified to assist with COBRA compliance? What is your role in managing COBRA for clients? - Does your firm provide general HR consulting services and/or support in addition to benefits consulting? Employee Communications & Engagement - Please describe your approach to employee education and communication, including open enrollment and ongoing support for Kanab City employees. - Describe your company's customer service philosophy and support process, as well as your commitment to quality assurance. - How will you provide benefits education to our employees? Provide examples of methods or materials (e.g. in-person meetings, webinars, benefit guides). - How do you help clients resolve individual claim problems, billing questions, or plan interpretation issues? Are there dedicated team members to provide ongoing administrative support to our staff? - How would you help us utilize technology for benefits communication, enrollment, and administration? Describe how your services can enhance our processes and employee understanding. - Do you provide any benefits administration services or systems, or related consulting support (e.g. outsourcing options or online enrollment platforms)? References - Describe your organization's experience working with organizations similar to Kanab City. - Provide at least three (3) current client references, including: Client Name, Contact Person, Address, Telephone Number, and Email Address for each reference. Cost Proposal - Provide a transparent and detailed cost proposal, outlining all proposed streams of revenue (e.g. commissions, fees, retainers), and clearly state the total annual fees or compensation expected for your services. - Please specify if any services mentioned in your proposal are not included in your standard compensation and would require additional fees. - Disclose all forms of compensation your firm may receive related to Kanab City's account, including any commissions, contingency/override payments from insurance carriers, or any other vendor fees, and explain how such payments would affect the overall cost to the City. - State your philosophy of compensation disclosure. Describe your approach to compensation disclosure, including how you will ensure complete transparency of all compensation (for example, full disclosure of any commissions or incentives from insurers). Addenda Include any additional documents or attachments that would help the City better understand the services offered by your firm (e.g. sample reports, employee communication materials, compliance resources, etc.). Conflict of Interest Disclosure All proposals must include full disclosure of any existing or potential conflicts of interest. Disclose any business or personal relationships with any Kanab City employees, officials, or other entities that could influence or appear to influence the services you provide under this engagement. It is the proposer's responsibility to identify any such relationships or situations. If no conflicts exist, affirmatively state that none exist. Failure to disclose an existing or potential conflict of interest may result in disqualification of the proposal. Directions for Submittal PROPOSALS MUST BE SUBMITTED ELECTRONICALLY THROUGH THE BONFIRE PROCUREMENT PORTAL NO LATER THAN MONDAY, NOVEMBER 10, at 5:00 p.m. (Mountain Time) Late submissions will not be accepted. Selection Process An oral presentation by an offeror to clarify a proposal may be requested at the discretion of the City. However, the City may choose to award a contract based on initial proposals received without additional discussion. Kanab City reserves the right to reject any or all proposals and to waive any informality or technicality in any proposal. Evaluation Criteria: Kanab City will evaluate proposals based on the following factors (not necessarily in order of importance): - Experience and Qualifications: The proposer's experience, expertise, and qualifications of key personnel in providing benefits brokerage/consulting services, particularly for similar municipal or public-sector clients. - Scope of Services and Approach: The scope and quality of services proposed, including the firm's approach to meeting the City's needs for compliance with ACA, HIPAA, COBRA, ERISA, etc., recommendations on benefit offerings and plan design, and ongoing plan management strategy. - Carrier Access and Negotiation: The proposer's ability to market the City's benefits to multiple insurance carriers and to negotiate favorable contracts, premiums, and terms with benefit providers on the City's behalf. - Cost and Transparency: The competitiveness of the fee/commission structure and the degree of transparency and full disclosure in the cost proposal. - Quality of Proposal and Fit: The overall quality, clarity, and responsiveness of the proposal, including adherence to RFP instructions, as well as the results of reference checks and the perceived fit with the City's requirements and organizational culture. (The City may invite one or more finalists for interviews or presentations after an initial evaluation of the written proposals. The contract award will be made to the firm which, in the City's judgment, best meets the above criteria and is most advantageous to Kanab City.) Contact Person All correspondence and inquiries concerning this RFP should be directed to: Danielle Ramsay Kanab City 26 North 100 East Kanab, UT 84741 dramsay@kanab.utah.gov

Notice of Special Accommodations (ADA)

NA

Notice of Electronic or Telephone Participation

NA

Meeting Information

Meeting Location

26 N 100 E
Kanab , UT 84741
Show in Apple Maps Show in Google Maps

Contact Name

Celeste Cram

Contact Email

ccram@kanab.utah.gov

Contact Phone

(435)644-2534

Notice Posting Details

Notice Posted On

October 24, 2025 03:11 PM

Notice Last Edited On

October 24, 2025 03:11 PM

Subscribe by Email

Subscription options will send you alerts regarding future notices posted by this Body.