BOARD OF COUNTY
COMMISSIONERS
PROJECT:
CAMDEN COUNTY HUMAN RESOURCES
BENEFITS ADMINISTRATION
REQUEST FOR PROPOSAL #P26-1540-06
PROPOSAL DUE: January 30, 2026
REQUEST FOR PROPOSALS
CAMDEN COUNTY
BENEFITS ADMINISTRATION
Proposal Number: P26-1540-06
Due Date: January 30, 2026
On behalf of Human Resources, Camden County Purchasing Department requests sealed
competitive proposals for a qualified Benefits Administrator having experience in the
implementation of integrated benefits administration solutions – highly functional website
customized specific to benefits offered, defined contribution capabilities, carrier connectivity that
allows data feeds to carriers for updated employee information, Consolidated Billing & Carrier
Payment, Reconciliation, Dependent Verification/Documentation Services, COBRA
administration, and ACA Reporting. Competitive sealed proposals will be received at the Camden
County Purchasing Office until, but no later than 2 P.M. EST Thursday January 30, 2026 at which
time said sealed proposals will be publicly opened and proposer’s names only will be read aloud.
One (1) original and three (3) copies of required proposal documents must be submitted in a
sealed envelope marked "CAMDEN COUNTY BENEFITS ADMINISTRATION RFP #P26-
1540-06”.
Proposals may be withdrawn by written request only if the request is received prior to the time and
date set for the opening proposals. Negligence on the part of the proposer in preparing his proposal
confers no right of withdrawal or modification of his proposal after proposal has been opened. No
proposal may be withdrawn for a period of ninety (90) days after the time and date of opening of
proposals.
Camden County reserves the exclusive right to determine which Proposer should be awarded the
Contract. Camden County also reserves the right to waive any irregularity or informality in a
proposal, and accept or reject any item or combination of items, when to do so would benefit
Camden County. Also Camden County may reject proposals that do not contain all elements and
information requested. Camden County will not be liable for any cost/losses incurred by proposers
throughout this process. Camden County does not discriminate on the basis of race, religion, color,
sex, national origin, age, or disability.
The Proposer will indemnify, defend, and hold harmless Camden County from and against any
and all claims, damages, losses, and expenses including, but not limited to, fees and charges of
attorneys and court and arbitration costs, arising out of or resulting from the negligent acts,
negligent omissions, willful misconduct, or reckless misconduct of the Proposer or anyone for
whom the Proposer is responsible.
Questions regarding this project may be directed in writing to the Purchasing Officer, Kelsey
Kelley, at 200 E. 4th Street, Woodbine, Georgia 31569. All questions shall be received by January
16th, 2026 and answered by January 21st, 2026.
SCOPE
The Camden County Board of Commissioners is soliciting proposals for: Benefits
Administration system, software and implementation that provides new integrated benefits
administration having experience in the implementation of integrated benefits administration
solutions – highly functional website customized specific to benefits offered, defined
contribution capabilities, carrier connectivity that allows data feeds to carriers for updated
employee information, Consolidated Billing & Carrier Payment, Reconciliation, Dependent
Verification/Documentation Services, COBRA administration, and ACA Reporting.
CORE ADMINISTRATION SERVICES
1. Eligibility Determination:
A. Support waiting periods/effective date logic
B. Receive and process data file from central source
2. Enrollment Support
A. Capture enrollment elections
B. Manage eligibility and enrollment across all benefit programs
C. Support medical, dental, vision, life, disability, FSA, HSA, COBRA and
voluntary benefits
D. Administer open enrollment including employee-facing tools.
E. Monitor elections requiring EOI and communicate to participants
F. Accept/retain beneficiary designations
G. Produce/distribute electronic confirmation statements
H. Send (up to 5) summaries of enrollment elections to carriers
I. Support documentation online
J. Benefit Fair Support
3. Deduction Processing
A. Calculate payroll deductions
B. Notify client of EE elections/deductions in file format
C. Processing for new hires and life events
D. Maintain current, accurate records and data feeds with carriers and payroll.
4. Premium Reporting
A. Calculate premiums
B. Configure premium reports to summarize premiums
C. Provide access to summary and participant level supporting detail (through
Online reporting tool)
D. Provide Consolidated billing & Bill Reconciliation Services
5. Event Processing
A. Process life events
B. Notify employer and carriers of changes in electronic file
C. Notify participants of change in coverage or cost
6. QMCSO Admin
A. Receive orders from client (or their counsel)
B. Manage enrollment/eligibility determination
C. Qualify orders
7. Data Conversion
A. Receive data for elections
B. Manage enrollment/eligibility determination
8. Customer Service
A. Dedicated Account Manager
B. Customer Service Call Center available 8-6 EST, M-F
C. Training for HR Staff and employees
9. Implementation
A. Project Management and implementation plan
B. Data conversion and Testing
C. Parallel Testing Prior to Go-Live
D. Enrollment site buildout and ongoing maintenance
10. Performance Standards
A. Defined SLAs for accuracy, response time and file delivery.
B. Regular performance reporting
COBRA/HIPPA AND DIRECT BILL ADMIN
1. COBRA Rights Notification
A. Identify COBRA eligible participants
B. Provide Initial COBRA rights notification to participant
C. Provide HIPAA COCs as required
2. COBRA Enrollment
A. Support COBRA decision making process through call center
B. Process COBRA elections
3. COBRA Admin
A. Perform COBRA direct billing and collections
B. Track and remit premiums to employer monthly
C. Process annual enrollment and coverage changes
D. Track COBRA coverage periods and process terms
4. Direct Bill Admin
A. Perform COBRA direct billing and collections
B. Track and remit premiums to employer monthly
C. Process annual enrollment and coverage changes
CUSTOMER SERVICE CENTER (OPTIONAL)
1. Security Maintenance
A. Generate passwords
B. Manage password changes
C. Follow client-specific alternate security procedures
2. Call handling
A. Provide toll-free number
B. Provide call routing system
C. ID caller’s employer via authentication process
D. Provide CSRs
3. Service Center Hours
A. Representatives: 8-6 EST, M-F
4. Call Monitoring
A. Quality monitoring and evaluation of CSRs
B. Provide client w/ call monitoring results
5. Call Tracking
A. Record all employee calls
6. Performance Reporting
A. Will be provided
INTERNET (ONLINE) SERVICES
1. General
A. Web-based self-service platform for employees and administrators.
B. Provide links to relevant 3rd party website
C. Update color, logo, and text
D. Single sign-on capabilities
2. Availability
A. 24/7/365
B. Mobile Access and responsive design
3. Security
A. Username and PW security
B. Role based security for access by users, admins, and account managers
4. Inquiry Support
A. Provide general plan info, participant demographic info, H&W general info,
Admin rules, access to historic info
5. Transaction support
A. PW changes, H&W plan enrollment and elections, life event processing,
Statement on demand, historical access of events/statements
6.COBRA Support
A. Access to COBRA info
7. Contact Info
A. Client specific 3rd party contact info
8. EE communications
A. Provide standard e-mail alerts, confirmation statements, personalized
enrollment worksheets, and letters
DATA, REPORTS, INTERFACES
1. Data sources-H&W Plans
A. Load EE and department data and changes to enable IVR, internet and
customer service support
B. Communicate indicative and payroll data changes w/client
C. Capture data and initiate COBRA processing
D. Capture data from Benefits Administrator and send to COBRA provider for
processing
2.Data Transmission Methods
A. Automated electronic data interchange (EDI) with carriers
B. Accept changes via full file electronic interface
3.Management Report
This page summarizes the opportunity, including an overview and a preview of the attached documents.
