Benefits Consultant Services

Pinellas County Housing Authority
11479 Ulmerton Road
Largo, FL 33778
REQUEST FOR PROPOSALS (RFP)
RFP # 26-004
FOR
BENEFITS CONSULTANT SERVICES
March 19, 2026
Page 1 of 15 ~ RFP 26-004

Date: March 19, 2026
Project Title: Benefits Consultant Services
To: All Qualified Providers
Subject: Request for Proposals #26-004
SCOPE: The Pinellas County Housing Authority (PCHA) is requesting proposals
from qualified firms to provide benefits consultant services for health
insurance and related ancillary products in accordance with the
requirements of PCHA and the U.S. Department of Housing and Urban
Development (HUD).
PROPOSAL Firms must email proposal to Pinellas County Housing Authority, attention:
DUE DATE: Mr. Minh Le at mle@pinellashousing.com Proposals will be accepted until
2:00 p.m. Eastern Standard Time (EST), on April 20, 2026.
The email subject line must state - "Request for Proposals # 26-004
BENEFITS CONSULTANT"
Firms will receive a confirmation email within one (1) hour of proposal
submittal. Proposals received after the specified time and date will not be
considered. THERE WILL BE NO EXCEPTIONS.
By submission of a proposal the Firm agrees, if its proposal is accepted, to enter into a
contract with the PCHA to perform all services as specified or indicated in the contract
documents for the contract price and within the contract time indicated in the attached RFP.
The Firm further accept all of the terms and conditions of the RFP.
Proposals should be prepared in accordance with instructions contained within the RFP and
should remain valid for 90 days. Proposals shall be evaluated by PCHA as stated in the
evaluation factors noted in the RFP.
Questions regarding the attached RFP must be directed to Mr. Minh Le, Contract
Administrator. All questions must be submitted in writing via e-mail to
mle@pinellashousing.com no later than the date and time listed in the Schedule of Events
section.
NOTE: PCHA reserves the right to reject any or all proposals if such action is in the
best interest of the Housing Authority and to waive and/or require correction of any
and all informalities and minor irregularities. PCHA reserves the right to request
additional information and/or submission of documents concerning any and/or all
proposals submitted. PCHA reserves the right to cancel this solicitation for any
reason it deems is in the best interest of the agency.
Page 2 of 15 ~ RFP 26-004

REQUEST FOR PROPOSALS
RFP # 26-004
BENEFITS CONSULTANT
SCHEDULE OF EVENTS
March 19, 2026 Issue Request for Proposals
April 6, 2026 Deadline for Questions by 2:00 p.m. EST
April 7, 2026 Deadline to Answer
April 20, 2026 Proposals are due by 2:00 p.m. EST
Email to mle@pinellashousing.com
April 27, 2026 Evaluation Scoring
May 20, 2026 Board Approval of Award
All RFP documents, including Addendum and Q&A, are located at the following:
https://pinellashousing.com/departments/procurement/open_s
PCHA's website olicitations_and_bid_results.php
Housing Agency https://ha.internationaleprocurement.com/
Marketplace's website
Proposers are responsible for checking Addendum, Q&A and other RFP documents
at the above listed websites.
Page 3 of 15 ~ RFP 26-004

TABLE OF CONTENTS
Page #
INTRODUCTION NOTICE OF INTENT 5
SECTION A TYPE OF CONTRACT 5
SECTION B STATEMENT OF WORK 6
SECTION C EVALUATION CRITERIA 7
SECTION D INSTRUCTIONS TO PROPOSERS 8
SECTION E REQUIRED CERTIFICATIONS 9
SECTION F MANDATORY CLAUSES 10
SECTION G INSURANCE 10
SECTION H SUBMISSION REQUIREMENTS 14
EXHIBITS
A - Form HUD 5369-B, Instructions to Offerors, Non-Construction
B - Form HUD 5369-C, Certifications and Representations of Offerors, Non-
Construction Contract
C - HUD 5370-C, General Conditions for Non-Construction Contracts
D - Non-Collusive Affidavit of Provider/Subprovider
E - Sworn Statement Pursuant to Section 287.133(3) (a), Florida Statutes, on
Public Entity Crimes
F - Proposer's Certification of Authorization to Execute Proposal/Contract on
Behalf of Company
G - Sample Contract
Page 4 of 15 ~ RFP 26-004

REQUEST FOR PROPOSALS # 26-004
BENEFITS CONSULTANT
NOTICE OF INTENT TO RECEIVE PROPOSALS
The Pinellas County Housing Authority (PCHA), Largo, Florida, is requesting proposals
from qualified firms to provide benefits consulting services for health insurance and
related ancillary products in accordance with the requirements of PCHA and the U.S.
Department of Housing and Urban Development (HUD).
SECTION A
A-1 Type of Contract
The resulting contract will be a firm fixed price contract for an initial term of one (1) year,
with the option to renew annually for up to five (5) years.
SECTION B
B-1 Overview of Project
The Pinellas County Housing Authority
PCHA is a body, corporate and politic, established by the State of Florida pursuant to
Chapter 421, Florida Statutes. PCHA is subject to all State, County and City ordinances
and regulations. PCHA's mission is to provide quality, affordable housing and improve
the lives of residents.
Background
PCHA provides health insurance benefits and related ancillary products to its employees
and their families. PCHA currently has approximately eighty-one (81) employees enrolled
in the benefits plan. PCHA provides the following options for its employees and their
families:
* Medical
* Health Savings Account
* Health Reimbursement Account
* Dental
* Vision
* Life (including basic, supplemental, accidental death and dismemberment, long-
term and short-term disability)
* Legal and Identity Theft Protection
* Supplemental Plans (Hospital Indemnity, Accident and Critical Illness)
* Pet Insurance
* Beyond Med
* 457B Retirement Plan
Page 5 of 15 ~ RFP 26-004

PCHA does not guarantee any specific level of service and makes no representation or
warranty as to any future level of service. PCHA reserves the right to procure any services
covered by this Request for Proposals (RFP) from other sources when the PCHA
determines it is in its best interest.
B-2 Statement of Work
Services to Be Provided:
The selected firm/broker will be expected to work in partnership with the PCHA staff to
perform the following services:
A. Work with PCHA to develop long-range strategies for health insurance and benefit
plans.
B. Provide timely notification of and assistance with understanding and implementing
new, updated or revised benefits, laws, regulations and program as they relate to
plan documents or contracts.
C. Review and make recommendations regarding: (1) existing benefit plans and
programs, (2) modifications to the existing plan design, cost (rates), and (3)
potential benefit plans and program options.
D. Review PCHA's benefits program on a continuing basis to ensure that the plans
are in compliance with governmental regulations and assist with compliance
reporting. Alert PCHA regarding any employee communication /distribution
deadlines and provide sample documents that may be used to notify employees
of any of these changes.
E. Provide assistance with benefit issues related to coverage, claims, billing and other
related matters that may arise during the normal course of business.
F. Marketing PCHA's desired insurance package through identification of appropriate
carriers, analysis of proposals, and providing recommendations.
G. Assist and advise PCHA in contract negotiations with benefit plan providers on
matters including, but not limited to, premium rates, benefit levels, performance
standards and guarantees, contractual terms and conditions, quality assurance
standards, utilization and performance reports, statistical and/or financial reports,
and plan specific data such as medical conditions, prescription drugs, high cost
procedures, in-patient data, etc.
H. Review the company's benefits program on a continuing basis to ensure that the
plans are in compliance with governmental regulations and assist with compliance
reporting.
I. Provide quarterly statistical reports including, but not limited to, rates, aggregate
claims, demographic changes and other market trends.
J. Provide assistance with benefit issues related to coverage, claims, billing and other
related matters that may arise during the normal course of business.
K. Provide consultation and guidance with respect to governmental mandates such
as FMLA, COBRA, HIPAA, ADA, ACA, USERRA, etc.
L. Provide open enrollment support including, but not limited to, developing timeline,
assisting with the development of open enrollment materials and participating in
open enrollment meetings as reasonably requested.
M. Participate in planning for wellness campaigns, including identification of options
Page 6 of 15 ~ RFP 26-004

and incentives. Assist with administration of the Employee Wellness Program,
incorporating incentives and measurable objectives.
N. Provide a key or designated contact person to be available to answer questions
and resolve issues that arise during the year regarding employee benefits, contract
administration, and service provisions including the wellness program.
SECTION C
C-1 Evaluation Factors
Evaluation Criteria
Proposals that meet the threshold criteria will be evaluated as described below. The
evaluation of professional qualifications of the proposals will be based on the
qualifications of the Provider, references from other clients, technical criteria, and
proposal evaluation scoring. Specific evaluation criteria to evaluate the technical
qualifications of each Provider and their degree of importance/relative weight are as
follows:
1. Responsiveness of the proposal in clearly stating an understanding of and
addressing the work to be performed. Proposal is to include the submission of
a work plan and organizational chart detailing how Proposer plans to provide
insurance broker services in accordance with the Statement of Work
herein. The work plan should include the number of employees to be directly
assigned to the contract with a brief description of their duties. (30 points)
a. Comprehensiveness of the proposed work plan. Strategic capability,
evidence of cost management, and evidence of compliance. (20 points)
b. Overall responsiveness of the proposal to the requirements of the RFP.
(10 points)
2. Qualifications of staff to be assigned to PCHA. Skills, position in the company,
and years and types of experience will be considered. This may be determined
from resumes submitted, and/or by job descriptions of staff to be hired. (20
points)
a. Qualifications of supervisory personnel and on site staff to be assigned
to the contract. (10 points)
b. General direction and supervision to be exercised over staff by the
Provider's top management personnel. (10 points)
3. Technical experience and reputation of the Provider. (25 points)
a. Experience of the type required by this proposal and demonstration of
understanding the overall requirements of the services. (8 points)
b. Past and current performance of the Provider as determined by
references from current or recent clients. (7 points)
Page 7 of 15 ~ RFP 26-004

c. Providing services for similar entities, i.e. entities of similar size, local
housing authorities, non-profit agencies, subsidized housing
providers. (10 points)
4. The reasonableness of costs included in the proposal. (25 points)
TOTAL 100 POINTS
SELECTION CRITERIA Total
Points
1. Responsiveness of the proposal 30
2. Qualifications 20
3. Technical Experience/Reputation 25
4. Cost Reasonableness 25
Subtotal Possible Points 100
C-4 Negotiations and Award
Unless there is no need for negotiations with any of the Proposers, negotiations shall be
conducted with Proposers who submit proposals determined to have a reasonable
chance of being selected for award, based on evaluation of qualifications, price, and other
factors considered to be most advantageous to PCHA. Such Proposers shall be
accorded fair and equal treatment with respect to any opportunity for negotiation and
revision of proposals. The purpose of negotiations shall be to seek clarification with
regard to and advise Proposers of the deficiencies in both the technical and price aspects
of their proposals so as to assure full understanding of and conformance to the solicitation
requirements. No Proposer shall be provided information about any other Proposer's
proposal, and no Proposer shall be assisted in bringing its proposal up to the level of any
other proposal. Proposers shall not be directed to reduce their proposed prices to a
specific amount in order to be considered for award; however, best and final offers may
be requested. PCHA reserves the right to request additional information concerning any
and/or all proposals submitted. A common deadline shall be established for receipt of
proposal revisions based on negotiations.
After evaluation of proposal revisions, if any, the contract shall be awarded to the
responsible Proposer whose qualifications, price and other factors considered, are the
most advantageous to PCHA.
SECTION D
D-1 Instructions to Proposers
See Exhibit A, HUD Form 5369-B, Instructions to Offerors, Non-Construction. PCHA
hereby excludes Item 6, Late Submissions, Modifications, and Withdrawal of Offers, of
HUD Form 5369-B, Instructions to Offerors, Non-Construction.
Page 8 of 15 ~ RFP 26-004

SECTION E
E-1 Required Certifications
See Exhibit B, Form HUD 5369-C, Certifications and Representations of Offerors, Non-
Construction Contract.
E-2 Confidential Material
Any material submitted by a Proposer that is to be considered as confidential must be
clearly marked as such. In accordance with Florida Statutes, Chapter 119 regarding
Public Records, all proposals are subject to public inspection.
E-3 Financial Statements
The Proposer may be requested to submit current financial statements. Furthermore, the
Proposer shall disclose any past or current litigation to which it is a party and the amount
in controversy or potential liability.
E-4 Withdrawal of Proposals
Proposal may be withdrawn on a written request dispatched by the Proposer in time for
delivery in the normal course of business prior to the time specified herein for proposal
receipt, provided that written confirmation of any withdrawal with the signature of the
Proposer is placed in the mail and postmarked prior to the time specified herein for
proposal receipt. Negligence on the part of the Proposer in preparing its Proposal confers
no right of withdrawal or modification of its proposal after the due date and time specified
herein.
E-5 Incurring Costs
PCHA is not liable for any costs incurred by any Proposer prior to issuance of a Notice to
Proceed. In general, no pre-contract costs will be paid to the successful Proposer.
All costs incurred in the preparation and presentation of Proposal shall be wholly borne
by each Proposer. All supporting documentation and manuals submitted with each
Proposal will become the property of PCHA unless otherwise indicated by the Proposer
at the time of submission.
E-6 Third Party Claims on Services or Software
If the proposed services include the use of products or services of another company,
PCHA will hold the Proposer responsible for the proposed services. In addition, the
Proposer shall hold PCHA harmless from any third-party legal claims involving the use by
PCHA of any software product or technique provided.
E-7 Ineligible Proposers
PCHA is prohibited from making any awards to Proposers or accepting as subcontractors
any individuals or Proposers that are on the GSA List of Parties Excluded from Federal
Procurement and Non-procurement Programs.
Page 9 of 15 ~ RFP 26-004

E-8 Award of Contract
A contract shall be awarded according to the Evaluation Criteria specified herein, and any
and all requirements and terms specified in this RFP, provided the proposal is determined
by PCHA to be in the best interest of PCHA. The Proposer to whom an award is made
will be notified in writing at the earliest practical date. An award may be subject to HUD
approval.
SECTION F
F-1 Mandatory Clauses
See Exhibit C - Form HUD 5370-C, General Conditions for Non-Construction Contracts
SECTION G
G-1 Insurance
The successful Proposer shall be required to furnish original Certificates of Insurance
evidencing the required coverage to be in force on the date of the Contract, and Renewal
Certificates of Insurance, or a copy of the policy, if the coverage has an expiration or
renewal date occurring during the term of this Contract or extensions thereof. The receipt
of any certificates does not constitute agreement by PCHA that the insurance
requirements in the Contract have been fully met or that the insurance policies indicated
on the certificates comply with all Contract requirements. The insurance policies shall
provide for thirty (30) days prior written notice to be given to PCHA in the event coverage
is substantially changed, canceled, or non-renewed.
The Proposer shall require all subcontractors to carry the insurance required herein, or
the Proposer may provide the coverage for any or all subcontractors, and, if so, the
Certificate of Insurance or copy of the policy submitted shall so stipulate.
The Proposer and all subcontractors agree that insurers shall waive their rights of
Subrogation against the Pinellas County Housing Authority.
The Proposer expressly understands and agrees that any insurance or self-insurance
programs maintained by the Housing Authority shall apply in excess of and not contribute
with insurance provided by the successful Proposer and subcontractors under the
Contract.
(a) The successful Proposer shall procure and maintain at its sole cost and
expense for the duration of this Contract, insurance against claims for injuries
to persons or damages to Properties which may arise from or in connection
with the performance of the work hereunder by Proposer, its agents,
representatives, volunteers, employees or subcontractors. Proposer
acknowledges that it has familiarized itself with the extent and scope of work to
be performed and certifies that its insurance policies provide coverage for
losses that might arise from the types of hazards to be found herein.
1. Proposer's insurance coverage shall be primary and noncontributory
with respect to PCHA, its officials, employees and volunteers.
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