Columbus County Schools Voluntary Employee Benefits Brokerage and Consulting Services RFP

Agency:	State Government of North Carolina
State:	North Carolina
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services 541612 - Human Resources Consulting Services 541618 - Other Management Consulting Services
Posted Date:	Aug 3, 2026
Due Date:	Sep 1, 2026
Solicitation No:	171-171-26-203
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Description

Solicitation Number:	171-171-26-203
Project Title:	Columbus County Schools Voluntary Employee Benefits Brokerage and Consulting Services RFP
Description:	Columbus County Schools is soliciting proposals from qualified firms to provide Section 125 Flexible Benefit Plan Administration and Voluntary Employee Benefit Brokerage/Consulting Services for the plan year beginning July 1, 2027. Sealed proposals must be received no later than 4:00 p.m. EST on September 1, 2026. Proposals received after this deadline will not be considered.
Opening Date:	9/1/2026 4:00 PM
Posted Date:	8/3/2026
Status:	Open
Department:	COLUMBUS COUNTY BOARD OF EDUCATION


Solicitation Number * 171-171-26-203	Department COLUMBUS COUNTY BOARD OF EDUCATION	Status Reason Open
Opening Date 2026-09-01T16:00:00.0000000	Posted Date * 2026-08-03T14:18:58.0000000Z	Primary Commodity Code Life and health and accident insurance
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * RFP
Owner Clarissa Harris
Description Columbus County Schools is soliciting proposals from qualified firms to provide Section 125 Flexible Benefit Plan Administration and Voluntary Employee Benefit Brokerage/Consulting Services for the plan year beginning July 1, 2027. Sealed proposals must be received no later than 4:00 p.m. EST on September 1, 2026. Proposals received after this deadline will not be considered.

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COLUMBUS COUNTY SCHOOLS

REQUEST FOR PROPOSALS (RFP)

Section 125 Voluntary Employee Benefits Brokerage and Consulting Services

RFP Number:

171-171-26-203

Issue Date:

August 3, 2026

Proposal Due Date/Bid Opening Date:

September 1, 2026, by 4:00 p.m. EST

Note submissions may be received by email at ccox@columbus.k12.nc.us or by mail at the

Proposal Submission Contact:

Connie Cox

Columbus County Schools Central Services

2586 James B. White Highway North

Whiteville, North Carolina 28472

All submissions must be received by September 1, 2026 at 4PM regardless of the method of

submission.

NOTICE TO PROPOSERS

Columbus County Schools is soliciting proposals from qualified firms to provide Section 125

Flexible Benefit Plan Administration and Voluntary Employee Benefit Brokerage/Consulting

Services for the plan year beginning July 1, 2027.

Sealed proposals must be received no later than 4:00 p.m. EST on September 1, 2026. Proposals

received after this deadline will not be considered.

The outside of the sealed proposal package shall clearly identify:

• Firm Name

• Primary Contact Person

• “RFP – Section 125 Voluntary Employee Benefits Brokerage and Consulting Services”

Respondents shall submit a minimum of three (3) printed copies of the proposal.

Columbus County Schools reserves the right to reject any or all proposals, waive informalities,

request additional information, conduct interviews, and select the proposal deemed to be in

the best interest of the school district.

I. PURPOSE

Columbus County Schools seeks proposals from qualified firms to provide comprehensive

Section 125 Flexible Benefit Plan Administration and Voluntary Employee Benefit Brokerage

Services for district employees.

This Request for Proposals does not indicate dissatisfaction with the current provider. Rather,

Columbus County Schools is committed to ensuring that employees continue to receive the

highest quality benefit products, services, enrollment support, and administrative assistance

available in the marketplace.

As of August 3, 2026, Columbus County Schools consists of:

• 776 Full-Time Employees

• Approximately 40 Part-Time Employees

• 12 Schools

• District Central Office

• Transportation Department

• Maintenance Department

II. SCOPE OF SERVICES

The Board of Education desires to contract with one qualified firm to provide and administer a

comprehensive Section 125 Flexible Benefits Program.

The selected firm shall demonstrate the ability to market, administer, enroll, service, and

support voluntary employee benefits through a comprehensive benefits platform.

Services shall include, but not be limited to:

Section 125 Administration

• Flexible Spending Account (FSA) Administration

• Required Nondiscrimination Testing

• Compliance Reporting

• Plan Document Preparation and Maintenance

• IRS Compliance Monitoring

• Employee Record Management

Voluntary Benefits Brokerage Services

The successful proposer shall demonstrate the capability to competitively market and

administer voluntary benefits including, but not limited to:

• Cancer Insurance

• Critical Illness Insurance

• Accident Insurance

• Hospital Indemnity Insurance

• Disability Insurance

• Life Insurance

• Dental Insurance

• Vision Insurance

• Other Supplemental Benefits

The selected vendor shall possess the expertise necessary to effectively “shop the market” and

present competitive benefit offerings to employees.

III. ADMINISTRATIVE REQUIREMENTS

The selected vendor shall:

• Conduct all required discrimination testing.

• Prepare and maintain all required Section 125 plan documentation.

• Ensure compliance with all applicable federal and state laws.

• Maintain accurate records.

• Provide employee support services.

• Administer payroll deduction files.

• Coordinate enrollment activities.

• Assist with annual open enrollment.

• Provide post-enrollment reconciliation and reporting.

Columbus County Schools intends to continue payroll deduction and pretax treatment for

employees who currently maintain eligible products and elect to continue coverage.

IV. MINIMUM QUALIFICATIONS

Respondents must:

• Be licensed to conduct business in North Carolina.

• Maintain all required insurance licenses throughout the contract period.

• Demonstrate experience administering benefits programs for employers with a

minimum of 500 employees.

• Provide at least five (5) references from organizations with 500 or more employees

where the proposer currently provides both:

o Flexible Benefit Administration

o Voluntary Employee Benefits

References shall include:

• Organization Name

• Contact Person

• Number of Employees

• Telephone Number

• Email Address

V. PROPOSAL EVALUATION CRITERIA

Proposals will be evaluated based upon:

Qualifications and Experience

• Experience administering Section 125 plans

• Experience serving public school systems

• Qualifications of assigned personnel

Benefit Design and Product Offerings

• Breadth and quality of products

• Market competitiveness

• Carrier selection process

Enrollment and Communication Services

• Employee education

• Enrollment support

• Communication strategies

Technology and Administrative Services

• Online enrollment capabilities

• Billing reconciliation

• Payroll integration

• Reporting capabilities

Cost Effectiveness

• Cost to Columbus County Schools

• Administrative fees

• Overall value provided

References and Performance History

• Client satisfaction

• Service responsiveness

• Retention history

VI. REQUIRED QUESTIONNAIRE

Respondents shall answer the following questions completely.

1. Is your firm a broker, consultant, or insurance carrier? Describe your organizational

structure.

2. What experience does your organization have with Flexible Benefit Administration?

3. Do you provide a Flex Card (debit card)? Is it IRS compliant?

4. List all fees associated with Flexible Spending Accounts.

5. Describe your communication and enrollment process.

6. Who conducts enrollments? Describe their experience with North Carolina public

schools.

7. Include enrollment materials and communication samples.

8. Do you provide online enrollment? If yes, describe.

9. List costs associated with enrollment materials and services.

10. Confirm Columbus County Schools will not incur consulting fees and describe

compensation arrangements.

11. Provide a sample benefit election form.

12. Do you provide toll-free employee support?

13. Do you provide a personalized interactive benefits website?

14. Do you provide plan documents? If so, at what cost?

15. Describe your billing process.

16. Describe your payroll deduction data return process.

This page summarizes the opportunity, including an overview and a preview of the attached documents.

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Columbus County Schools Voluntary Employee Benefits Brokerage and Consulting Services RFP

Description

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