Employee Benefits Broker & Consulting Services

REQUEST FOR PROPOSAL
#R26005
Employee Benefits Broker and Consulting
Services

Joliet Junior College
Request for Proposal
Background
Joliet Junior College (hereinafter, "JJC"), the nation's first public community college, is a comprehensive
institution offering a wide range of academic and career-focused programs. These include pre-
baccalaureate courses for students planning to transfer to four-year universities, career and technical
education leading directly to employment, adult education and literacy programs, workforce training, and
a variety of student support services aimed at promoting success.
JJC serves approximately 11,500 full-time and part-time students and employs around 1,377 staff
members. To meet the needs of its diverse district, JJC operates from multiple sites, including one
main campus, two extended campuses, and two education centers. The main campus is located
within the city of Joliet, with extension campuses in Romeoville and Morris. Education Centers
are located at Weitendorf and the City Center in downtown Joliet.
As the sole public postsecondary institution within the boundaries of the Community College District
525, JJC is located about 45 miles southwest of Chicago, the third-largest city in the United States. The
college's 1,442-square-mile district serves a population of more than 700,000 residents
across Will, Grundy, Kendall, LaSalle, Kankakee, Livingston, and Cook counties.
Joliet Junior College is guided by its mission to strengthen communities, inspire learning and transform
lives, and follows its vision as the first choice for learning, working and cultivating pathways to
prosperity.
OVERVIEW
JJC is requesting proposals from Providers for services relating to Employee Benefits Broker and
consulting services for day-to-day benefits customer service abilities, including assisting college
management with strategic planning, underwriting/actuarial services, vendor management,
administrative/communication support, financial reporting, carrier marketing, and negotiations and
legislative and corporate compliance support as detailed in the Scope of Services section of the proposal.
Additional scope is discussed in the SCOPE OF WORK section of this proposal.

I. RFP SCHEDULE & SUBMISSION INSTRUCTIONS
Date Event
Monday, March 9, 2026 Vendors contacted via email / advertised
Tuesday, March 17, 2026, at 2:00 PM Last date/time for submission of written
CST questions through the ESM sourcing solutions
tool under the Q and A section.
Thursday, March 19, 2026 Responses to questions will be addressed
through the ESM sourcing solutions tool
under the Q and A section.
Thursday. April 2, 2026, at 2:00 PM Proposals must be submitted electronically
CST through the ESM Solutions electronic sourcing
April 3, 2026 - April 10, 2026 sJiJtCe. Evaluation Team reviews proposal
April 13-15, 2026 Possible presentations by two top short-
listed firms
May 21, 2026 Notification of Award
A. ADVICE: The department responsible for this RFP is the Business and Auxiliary Services
located at Campus Center, Building A, Room 3100, 1215 Houbolt Rd., Joliet, IL 60431-8938.
The JJC contact will be the Senior Director of Business and Auxiliary Services, telephone
(815) 280-6640.
B. SUBMISSION: The submission of a response shall be prima facie evidence that
the supplier has full knowledge of the scope, nature, quality of work to be performed,
the detailed requirements of the project, and the conditions under which the work is
to be performed.
Faxed and hard copy proposals ARE NOT acceptable. All RFPs must be submitted by the
date and time of public opening (see above). All proposals must be submitted electronically
through the ESM Solutions electronic sourcing site. Please note that all vendors will have to
complete an online registration process prior to submitting your proposal.
A step-by-step supplier registration guide is posted to the college's website for your
reference. General supplier guides are also available on the ESM website. If you have any
questions during the registration process, contact ESM Solutions Customer Support (877)
969-7246 Option 3.
Registration Link:
https://supplier.esmsolutions.com/registration#/registration/contactInformation/
General Supplier Guide (ESM Documents):
https://support.esmsolutions.com/hc/en-us/sections/115000917048-Supplier-Guides
Supplier Registration Guide (JJC Document):

https://www.jjc.edu/sites/default/files/Purchasing/FY2019/Supplier%20Registration%20Scre
enshots%20Final.pdf
Please note that the electronic sourcing tool will allow you to attach supporting
documentation.
RFPs not submitted in the format as instructed by this RFP will not be accepted.
RFPs received after the date and time specified shall be considered LATE and shall not be
opened. While the ESM platform is a reliable tool for electronic submissions, vendors should
be aware that, as with any online system, occasional technical issues may occur. To mitigate
any risk of delayed submissions, vendors are strongly encouraged to complete their bid
submissions well in advance of the deadline. Please note that all proposals are electronically
sealed and remain confidential until the official bid opening, at which time they become
accessible to JJC.
Accuracy of Proposals / Withdrawal of Proposals prior to RFP Opening: Proposals will
represent a true and correct statement and shall contain no cause for claim of omission or
error. Proposals may be withdrawn in writing or by facsimile (provided that the facsimile is
signed and dated by the vendor's authorized representative) at any time prior to the opening
hour. However, no proposal may be withdrawn for a period of one hundred twenty (120) days
subsequent to the opening of the RFP without the prior written approval of the Senior
Director of Business and Auxiliary Services or Joliet Junior College.
C. ADDENDA: The only method by which any requirement of this solicitation may be modified
is by written addendum.
D. BLACKOUT PERIOD: After the College has advertised for proposals, no pre-proposal
vendor shall contact any College officer(s) or employee(s) involved in the solicitation
process, except for interpretation of specifications, clarification of proposal submission
requirements, or any information pertaining to pre-proposal conferences. Such vendors
making such a request shall email the Senior Director of Business and Auxiliary Services at
purchasing@jjc.edu. No vendor shall visit or contact any College officers or employees until
after the proposal is awarded, except in those instances when site inspection is a prerequisite
for the submission of a proposal. During the blackout period, any such visitation, solicitation,
or sales call by any representative of a prospective vendor in violation of this provision may
cause the disqualification of such response.
II. GENERAL TERMS AND CONDITIONS
See Appendix A - These terms and conditions will become part of the final awarded contract.
Please note any of the terms that your firm wants to consider for negotiation.
III. FORMAT FOR RESPONSE
To achieve a uniform review process and obtain the maximum degree of comparability, it is
required that the proposal be organized in the format specified. All proposals must be submitted

via email through the ESM Solutions electronic sourcing site. Please note that all vendors will
have to complete an online registration process prior to submitting your proposal. See item I.B
above for more information.
A. TITLE PAGE: Show the RFP subject, the name of the vendor's firm, address, telephone
number, name of contact person, and date.
B. TABLE OF CONTENTS: Clearly identify the materials by sections and page number(s).
C. LETTER OF TRANSMITTAL: Limit to one or two pages.
1. Briefly state the vendor's understanding of the scope of services to be provided and
make a commitment to provide the services within the time period.
2. Team Structure
a. Description of the team assigned to JJC.
b. Total number of employees in the organization.
c. Qualifications and experience of assigned personnel.
d. Percentage of time each key team member will dedicate to JJC.
3. Vendor shall note any and all relationships that might be a conflict of interest and
include such information with the proposal.
D. PROFILE OF VENDOR: Indicate the number of people in the organization, their level of
experience and qualification, and the percentage of their time that will be dedicated to this
process.
1. Provide a list of the vendor's top five current and prior two-year clients, indicating
the type of services the organization has performed for each client.
2. Submit independently audited financial statements (one copy only). Such information
will be considered in strict confidence.
3. Indicate any third-party firms involved with your program and state their role(s).
4. Provide contact information (name, phone number, and email address of at least
three (3) references for projects of similar size and scope. Preference is given for
institutions of higher education, particularly community colleges.
E. SCOPE SECTION: Clearly describe the scope of services to be provided based upon the
information in the scope section. Respond to each item listed.
F. RESPONSES TO ADDENDUM
G. PRICES RESPONSES
H. INVOICING PROCEDURE
1. Describe the firm's invoicing procedures.
2. Include documentation identifying all of the vendor's fees.

3. JJC requires minimum payment terms of Net 45.
I. PROPOSED CONTRACT: Please submit a draft contract for the services being offered.
J. CERTIFICATION OF CONTRACT/BIDDER
IV. SCOPE OF WORK
See Appendix B
V. SUPPLEMENTAL QUESTIONS
If the proposed product/service involves the usage, storage, or transmission of Joliet Junior
College's stakeholder data, please respond to the following:
A. Describe your organization's approach to the management of information security and to
securely managing client information.
B. Does your organization have an information security management policy?
C. How do you safeguard client information at your organization?
D. Does your organization have a comprehensive risk management structure for the management
of client information?
E. Do you utilize an independent third party to conduct annual information security penetration
tests of your IT systems?
F. List the type of documented information security policies that your firm has in place.
G. Has your organization implemented any ISO27001 (or similar) principles or requirements?
H. Has your organization experienced any information security breaches, ransomware, phishing,
or malware incidents?
VI. PROPOSED PRICING
The vendor should furnish a list of proposed prices for all services and materials to be used
during the term of the contract. The list of proposed prices should be structured to allow for the
calculation of unit cost analyses. The prices included herein are to be firm through the contract
term, unless noted otherwise by the vendor. See Appendix B- Scope of Work for more
information.
VII. EVALUATION
In evaluating the proposals submitted, JJC will apply the "Best Value" standard in selecting the
supplier to be awarded a contract for this project. Purchase price is not the only criteria that will
be used in the evaluation process. Any award resulting from this RFP will be made to that vendor
whose offer conforms to the RFP, and it is determined to be the most advantageous, of "best
value" to JJC, in the sole judgment of JJC. The selection process will include the following
considerations through a weighted scoring system:

DESCRIPTION WEIGHT
1 The quality of equipment and services the firm proposes to provide and the extent to 20%
which they meet RFP criteria, including knowledge transfer to the client.
2 The firm's overall experience, reputation, expertise, stability, and financial 20%
responsibility.
3 The experience and qualifications of the staff assigned to service JJC's account, and 10%
the firm's ability to provide service expediently and efficiently.
4 Vendor's financial terms offered to JJC. 25%
5 Commitment to diversity* 20%
6 Any other relevant factor a business entity would consider in selecting a supplier. 5%
*Commitment to diversity considerations may include:
* Business Enterprise Program (BEP) certification or utilization that meets or exceeds the college's 30% goal
* Assistance to BEP firms in obtaining lines of credit, insurance, equipment, supplies, or related services
* Percentage of prior year revenues for projects that incorporate the involvement of BEP firms
* Existence of a written supplier diversity plan or training/mentoring program for BEP firms
* Percentage of members serving the firm's governing board, senior executive, and managers who are
women, minorities, or persons with a disability
* The following guide is used to score this category. 0 = No mention of diversity within the proposal 1 =
Minimal mention of diversity within the proposal 2 = Company follows basic equal opportunity hiring
practices only 3 = Beyond the mention of basic equal opportunity hiring practices, the company only briefly
touches on its commitment to diversity 4 = Company demonstrates commitment to diversity in detail OR
company is certified by CEI 5 = Company goes above and beyond to demonstrate commitment to diversity
OR company goes above & beyond to demonstrate commitment to diversity AND is certified by CEI
B26003

CERTIFICATION OF CONTRACT/BIDDER
The below signed contractor/bidder hereby certifies that it is not barred from bidding on or responding to
this or any other contract due to any violation of either Section 33E-3 or 33E-4 of Article 33E, Public
Contracts, of the Illinois Criminal Code of 1961, as amended. This certification is required by Public Act
85-1295. This Act relates to interference with public contracting, bid rigging and rotating, kickbacks and
bribery.
_________________________________
SIGNATURE OF CONTRACTOR/BIDDER
_________________________________
TITLE
________________________________
DATE
THIS FORM MUST BE ATTACHED WITH YOUR PROPOSAL

Appendix A
General Terms and Conditions
Applicability: These general terms and conditions will be observed in preparing the proposal to
be submitted.
Purchase: After execution of the contract, purchases will be put into effect by means of purchase
orders or suitable contract documents executed by the Senior Director of Business and Auxiliary
Services.
Right to Cancel: JJC may cancel contracts resulting from this RFP at any time for a breach of
any contractual obligation by providing the contractor with thirty (30) calendar days' written
notice of such cancellation. Should JJC exercise its right to cancel, such cancellation shall
become effective on the date specified in the notice to cancel.
Governing Law and Venue: This contract shall be construed in and governed under and by the
laws of the State of Illinois. Any actions or remedies pursued by either party shall be pursued in
the State and Federal Courts of Will County, Illinois, only after Alternate Dispute resolution
(ADR) has been exhausted.
Dispute Resolution: JJC and the contractor shall attempt to resolve any controversy or claim
arising from any contractual matter by mediation. The parties will agree on a mediator and shall
share in the mediation costs equally.
Costs: All costs directly or indirectly related to preparation of a response or oral presentation, if
any, required to supplement and/or clarify a proposal shall be the sole responsibility of and shall
be borne by the vendor.
Proprietary Information: Vendor should be aware that the contents of all submitted proposals
are subject to public review and will be subject to the Illinois Freedom of Information Act. All
information submitted with your proposal will be considered public information unless vendor
identifies all proprietary information in the proposal by clearly marking on the top of each page
so considered, "Proprietary Information." The Illinois Attorney General shall make a final
determination of what constitutes proprietary information or trade secrets. While JJC will
endeavor to maintain all submitted information deemed proprietary within JJC, JJC will not be
liable for the release of such information.
Illinois Department of Human Rights Act
The parties to any contract (inclusive of subcontractors) resulting from this RFP hereto shall
abide by the requirements of Executive Order 11246, 42 U.S.C. Section 2000d and the
regulations thereto, as may be amended from time to time, the Illinois Human Rights Act, and the
Rules and Regulations of the Illinois Department of Human Rights. Any vendor awarded a
contract as a result of this RFP must comply with the Illinois Department of Human Rights Equal
Opportunity Act/Rules Sections 750.5 and 5/2-105.

Sexual Harassment Policy
Pursuant to Section 50-80 of the Illinois Procurement Code, each bidder/respondent who submits
a bid, proposal, or offer for a State of Illinois contract under this Code shall have a sexual
harassment policy in accordance with paragraph (4) of subsection (A) of Section 2-105 of the
Illinois Human Rights Act. A copy of the policy shall be provided to the college entering into the
contract upon request.
Illinois Criminal Code of 1961
Responding vendors must not be barred from bidding on/responding to this or any other contract
due to any violation of either Section 33E-3 or 33E-4 of Article 33E, Public Contracts, of the
Illinois Criminal Code of 1961, as amended. This certification is required by Public Act 85-
1295. This Act relates to interference with public contracting, bid rigging and rotating, kickbacks
and bribery.
Business Enterprise Program (BEP):
Joliet Junior College will make every effort to use local business firms and contract with small,
minority-owned, women-owned, and/or persons with a disability-owned business in the
procurement process. This solicitation strives to meet the 30% aspirational goal established for
businesses owned and controlled by minorities, females, and persons with disabilities in the
College's procurement and contracting processes in accordance with the State of
Illinois' Business Enterprise for Minorities, Females, and Persons with Disabilities Act [30 ILCS
575] as outlined below. Because these goals vary by business ownership status and category of
procurement, we urge interested businesses to visit the Department of Central Management
Services (CMS), Business Enterprise Program (BEP) web site to obtain additional details. To
qualify, prime vendors or subcontractors must be certified by the CMS as BEP vendors prior to
contract award. Go to
https://www2.illinois.gov/cms/business/sell2/bep/Pages/Vendor_Registration.aspx for complete
requirements for BEP certification. BEP certified firms and firms utilizing subcontractors for the
project shall submit a utilization plan and letter of intent that meets or exceeds the college's goal.
If a vendor cannot meet the goal, documentation and explanation of good faith efforts to meet the
specified goal may be required within the utilization plan.
Negotiation: JJC reserves the right to negotiate all elements that comprise the vendor's proposal
to ensure the best possible consideration is afforded to all concerned. JJC further reserves the
right to waive any and all minor irregularities in the proposal, waive any defect, and/or reject any
and all proposals, and to seek new proposals when such an action would be deemed in the best
interest of JJC.
Award: The successful vendor, as determined by JJC, shall be required to execute a contract for
the furnishing of all services and other deliverables required for the successful completion of the
proposed project. The supplier may not assign, sell, or otherwise transfer its interest in the
contract award or any part thereof without written permission from JJC.
Retention of Documentation: All proposal materials and supporting documentation that are
submitted in response to this proposal become the permanent property of JJC.
Opening of Proposals: Proposals will be opened in a manner that avoids disclosure of the