Employee Benefits & Risk Management Consulting
| Agency: | Hillsborough County Public Schools |
|---|---|
| State: | Florida |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Feb 25, 2026 |
| Due Date: | Mar 2, 2026 |
| Solicitation No: | 26027-RFP-DST |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Main
Agency
Hillsborough County Public Schools
Hillsborough County Public Schools
Status
Active
Active
Fiscal Year
2026
2026
Title
Employee Benefits & Risk Management Consulting
Employee Benefits & Risk Management Consulting
Type
Request for Proposal
Request for Proposal
Department
Employee Benefits
Employee Benefits
Online Submissions
Yes
Yes
Project Estimate
Piggyback Solicitation
No
No
Insurance Required
No
No
Bid Bond Required
No
No
Bid Bond Amount
Performance Bond Required
No
No
Performance Bond Amount
Construction Bond Required
No
No
Construction Bond Amount
Scope of Services
HCPS is seeking Proposals from experienced and qualified Proposers interested in providing Employee Benefits Consulting and Actuarial Services that will collaborate with HCPS to develop a long-term strategy to include best-in-class, competitive, and affordable benefit plans for its employees and retirees. HCPS intends, through this solicitation, to identify qualified Contractor(s). The provision of the goods and services herein includes, but is not limited to, the provision of all labor, materials, supervision, equipment, incidentals, and related items necessary to complete the requests in accordance with the specifications herein. This section identifies HCPS’ desired goods and services and levels of performance. The Proposer shall complete Attachment A, indicating a response to all service requirements and specifications contained herein.
HCPS is seeking Proposals from experienced and qualified Proposers interested in providing Employee Benefits Consulting and Actuarial Services that will collaborate with HCPS to develop a long-term strategy to include best-in-class, competitive, and affordable benefit plans for its employees and retirees. HCPS intends, through this solicitation, to identify qualified Contractor(s). The provision of the goods and services herein includes, but is not limited to, the provision of all labor, materials, supervision, equipment, incidentals, and related items necessary to complete the requests in accordance with the specifications herein. This section identifies HCPS’ desired goods and services and levels of performance. The Proposer shall complete Attachment A, indicating a response to all service requirements and specifications contained herein.
Dates(All times are listed as
EST
)
Broadcast Date
2/2/2026 8:00 AM EST
2/2/2026 8:00 AM EST
Question End Date
2/16/2026 5:00 PM EST
2/16/2026 5:00 PM EST
Sample Due Date
Due Date
3/2/2026 5:00 PM EST
3/2/2026 5:00 PM EST
Bid Opening Date
Question End Date Reminder Notification
2 Day(s)
2 Day(s)
Sample Due Date Reminder Notification
0 Day(s)
0 Day(s)
Due Date Reminder Notification
2 Day(s)
2 Day(s)
Pre-Bid Meetings
Total: 0
(All times are listed as
EST
)
| Date | Time | Mandatory | Location |
Shortlist Meeting
Total: 0
(All times are listed as
EST
)
| Date | Time | Location |
Documents
Total: 9
Quote/Bid
Quote/Bid Items
Additional Quote/Bid Items Fields
Quote/Bid Items
Total: 0
| # | Required | Group | Make | Model | Description | Quantity | Unit of Measure | Price/ Percent | Type |
Delivery Date
None
None
Required Files to be Uploaded by the Vendor
None
None
Shipping
None
None
Terms and Conditions
None
None
Include Shipping in Price of Items
No
No
Display Bid Tabulation to Vendors
No
No
Display Vendor Submissions to Vendors
No
No
View Vendor Submissions while Bid Solicitation is Active
No
No
Allow Options File to be Updated after Due Date
No
No
Allow Post Due Date Submission
No
No
Questions & Answers
Total: 53
| Question | Date Asked | Answer | Date Answered |
| Who is the incumbent, and how long has the incumbent been with Hillsborough County Public Schools? | 2/6/2026 3:05:12 PM | The incumbent is Aon Consulting, Inc. They have been with HCPS for 27 years. | 2/10/2026 6:47:43 AM |
|
Our actuarial team is very experienced with the state of Florida, enjoys a lovely working relationship with the state and provides filings service for many of our Florida clientele today, however, our Actuarial staff are dispersed throughout the country as a national practice. Is that acceptable?
Acknowledging that a new benefits broker / consultant must assume the cost of the different programs listed in the RFP, can we request a bit more clarity around the cost of all the different services? Can you tell us what the current commission/fee structure is and what is being paid out of this structure? Moving forward, would you want to continue this fee/commission structure? |
2/10/2026 3:27:38 PM |
While local actuarial team members are preferred, the requirement is that the actuaries are internal resources to your firm and not outsourced.
We plan to continue with the same commission/fee structure. For Alight's benefits administration, communication, FSA spending, and COBRA administration, the total in 2025 was $1,961,329. Commissions received for the scope of service listed in Attachment A is $838,849 in 2025. |
2/16/2026 10:52:39 AM |
| We shall at all times during the term of this Agreement and for a period of two (2) years thereafter, obtain and maintain in force the insurance coverages and limits at its own expense. Can HCPS agree to this provision? | 2/13/2026 4:45:11 PM |
Yes.
|
2/23/2026 12:08:29 PM |
| Any cancelled or non-renewed policy will be replaced with no coverage gap, and a Certificate of Insurance evidencing the coverages set forth in this section shall be provided to HCPS upon request. Is this acceptable to HCPS? | 2/13/2026 4:45:42 PM | Yes. | 2/23/2026 12:10:02 PM |
| Can HCPS allow for indemnification to be limited to grossly negligent acts and omissions, breaches of the contract, intentional misconduct, or violations of law? Is this acceptable to HCPS? | 2/13/2026 4:46:05 PM | No. | 2/20/2026 7:21:48 AM |
| Will HCPS allow a cap to be placed on the indemnification provision. If yes, what cap is allowed? | 2/13/2026 4:46:22 PM | No. | 2/20/2026 7:22:04 AM |
| How many solicitations does HCPS put out regarding benefits per year? | 2/13/2026 4:46:38 PM | Our medical/rx procurement cycle has been approximately every 2-3 years under a fully insured model. While we might expect that same frequency with medical ASO, that is yet to be determined. In the past 12 months, however, we have done 6 solicitations for a variety of coverages. | 2/17/2026 6:53:13 AM |
| Regarding the current commissions plus fee compensation structure, is there a cap placed on commissions? | 2/13/2026 4:46:53 PM | Yes. | 2/17/2026 6:53:28 AM |
| Is HCPS willing to agree to a flat-fee annual compensation structure, opposed to the current model of commissions and fees? | 2/13/2026 4:47:06 PM | The district wants to maintain the current commission arrangement. | 2/17/2026 6:53:58 AM |
| What meeting cadence does HCPS administration expect from the team? How many regular meetings are conducted in person versus online? | 2/13/2026 4:47:21 PM | In addition to quarterly strategy/projections and annual reviews, our consultants routinely participate in weekly and bi-weekly vendor calls, and monthly in-person insurance committee meetings. They also participate as needed both in-person and on-line with HCPS leadership and Board members. We enjoy a relationship where communication flows freely and ad hoc discussions are desired and expected. Consistent projections and monthly actuarial involvement in the Insurance Committee meetings and financial analysis will be expected. | 2/17/2026 6:54:21 AM |
| What does the current HCPS wellness program look like? What roles do Vitality Group International Inc. and the consultant take for wellness? | 2/13/2026 4:47:38 PM | HCPS has a robust wellness program supported by monthly on-line meetings with our consultant's wellbeing experts who incorporate clinical consulting that connects the HCPS wellness program and the Vitality platform. | 2/17/2026 6:54:55 AM |
| What does current management and oversight look like for Vitality Group International Inc.? | 2/13/2026 4:47:53 PM | HCPS has a robust wellness program supported by monthly on-line meetings with our consultant's wellbeing experts who incorporate clinical consulting that connects the HCPS wellness program and the Vitality platform. | 2/17/2026 6:55:31 AM |
| What is the current payment made for Alight Holdings Company for benefits administration? | 2/13/2026 4:48:35 PM | For Alight's benefits administration, communication, FSA spending, and COBRA administration, the total in 2025 was $1,961,329. | 2/17/2026 6:55:50 AM |
| How have employee benefit communications been handled by HCPS? Who is responsible for the design and distribution of these materials? | 2/13/2026 4:49:07 PM | Alight handles communications including design and distribution. | 2/17/2026 6:56:13 AM |
| How many open enrollment meetings do HCPS have per year? How is open enrollment handled by HCPS administration? | 2/13/2026 4:49:17 PM | We have one benefits health fair per year. Alight provides online enrollment capability and call center support for open enrollment. | 2/17/2026 6:56:35 AM |
| Are both online platforms and in-person assistance available to employees for open-enrollment? Does the current consultant provide in-person services, if so, how many team members are present on-site? | 2/13/2026 4:50:18 PM | We do not provide in-person assistance for enrollment. The current consultant provides onsite support at our health fair. | 2/17/2026 6:57:00 AM |
| Will HCPS allow for an extension of the due date if necessary? | 2/13/2026 4:50:28 PM | HCPS does not want to extend the date. | 2/17/2026 6:57:16 AM |
| We currently do not allow certain information such as payroll, facilities, etc., to be available for up to 5 years after the date of the final payment. Can HCPS agree to the limitations on this provision? | 2/13/2026 4:50:43 PM | Yes. | 2/23/2026 12:11:15 PM |
| Is there a performance guarantee under the current contract? If so, can HCPS describe any current performance guarantees? | 2/13/2026 4:50:52 PM | No. | 2/17/2026 6:57:43 AM |
| Will HCPS consider removing the Student Confidentiality clause as the nature of this clause does not relate to our scope of services? | 2/13/2026 4:51:01 PM | Yes. | 2/23/2026 12:11:55 PM |
| Can HCPS provide a copy of the current consultant agreement? | 2/13/2026 4:51:09 PM | See uploaded Exhibits. | 2/17/2026 7:00:03 AM |
| What is the current covered population (employees + dependents + retirees) and projected growth over the next 3 years? | 2/16/2026 12:48:36 PM | As of December 2025, our current membership population is 22,621. | 2/23/2026 6:57:23 AM |
| What is the current annual medical + pharmacy claims spend and administrative cost? | 2/16/2026 12:48:40 PM | Through December 2025, total claims were $284,244,399. Total premium was 198,528,517. This is based on fully-insured reporting data. | 2/23/2026 6:57:47 AM |
| What are the current stop-loss attachment points (specific and aggregate) and number of claimants exceeding 50% of the specific deductible? | 2/16/2026 12:48:47 PM | Specific = $1,000,000. There is no Aggregate coverage. We have been self-funded since 1/1/26. There are currently no claimants exceeding 50% of the specific deductible. | 2/23/2026 6:58:04 AM |
| How many high-cost claimants (> $250k) were incurred in the most recent 24 months? | 2/16/2026 12:48:58 PM | The most recent 24 months will be from fully-insured data. In 2024, there were 61 high-cost claimants over $250k. In 2025, there were 91 high-cost claimants over $250k. | 2/23/2026 6:58:50 AM |
| How frequently does HCPS expect formal actuarial projections (monthly monitoring vs quarterly formal vs annual certification)? | 2/16/2026 12:49:12 PM | We expect formal actuarial projections on a quarterly basis. | 2/23/2026 6:59:18 AM |
| Does HCPS require independent reserve certification separate from funding projections? | 2/16/2026 12:49:20 PM | Yes. | 2/23/2026 6:59:51 AM |
|
How frequently does HCPS expect:
○ Monthly experience reporting? ○ Large claimant review? ○ Pharmacy rebate analysis? Site-of-care review? |
2/16/2026 12:49:29 PM | Monthly experience reporting - monthly. Large claimant review - monthly. Pharmacy rebate analysis - quarterly. Site-of-care review - quarterly. | 2/23/2026 7:00:14 AM |
| Will HCPS provide direct claims feeds from carriers/TPA, or will the consultant be responsible for data aggregation and validation? | 2/16/2026 12:49:39 PM | Consultant. | 2/23/2026 7:00:44 AM |
| Are ad hoc reporting requests common, and if so, approximately how many per year? | 2/16/2026 12:49:47 PM | Yes, multiple ad hoc reporting requests each quarter. | 2/23/2026 7:01:07 AM |
| What is the expected turnaround time for ad hoc analytics requests? | 2/16/2026 12:49:53 PM | Turnaround time is discussed at the time of each request. | 2/23/2026 7:01:27 AM |
|
What is the current scope of oversight required for:
• Vitality Group International, Inc. • Alight Holdings Company, LLC |
2/16/2026 12:49:59 PM | For both Vitality and Alight, the consultant is required to perform standard vendor management, coordinate tasks and calls on behalf of the District, support open enrollment communications, attend weekly and monthly vendor calls, and provide any additional support as needed. Vitality requires support from the consultant's wellness Subject Matter Experts to integrate our program with Vitality. Alight requires support from the consultant regarding communication strategy and benefits administration implementation. | 2/23/2026 7:01:46 AM |
| Does HCPS expect the consultant to conduct formal annual vendor performance audits? | 2/16/2026 12:50:06 PM | Yes. | 2/23/2026 7:02:12 AM |
| Does HCPS anticipate RFPs for TPA, PBM, stop-loss, or other vendors within the first 24 months? | 2/16/2026 12:50:12 PM | Stop loss will be marketed annually. Although RFPS for TPAs and PBMs are not anticipated at this time, we reserve the right to request RFP servies within the first 24 months. | 2/23/2026 7:02:40 AM |
| How frequently does HCPS request compliance interpretation memos (estimate annually)? | 2/16/2026 12:50:19 PM | The consultant's legal department provides updates as legislation occurs, annual updates, and specific interpretations as member issues on plan compliance requires. | 2/23/2026 7:03:08 AM |
| Has HCPS experienced recent DOL, IRS, or state-level audits related to benefits? | 2/16/2026 12:50:26 PM | No. | 2/23/2026 7:03:29 AM |
| Is 112.08 attestation required annually, and is this currently outsourced? | 2/16/2026 12:50:33 PM | Yes, 112.08 is required annually. Our current consultant's 112.08 actuary (separate from our medical actuary but with the same consulting firm) provides the 112.08 attestation. | 2/23/2026 7:03:48 AM |
| Does HCPS intend to market medical and pharmacy annually, or on a multi-year cycle? | 2/16/2026 12:50:40 PM | While not currently anticipated to market annually, we reserve the right to request RFP support and analysis from the consultant on an annual basis. | 2/23/2026 7:04:08 AM |
| What is the expected timeline from renewal analysis to Board approval? | 2/16/2026 12:50:46 PM | While there is no written timeline, once the renewal analysis is provided by the consultant and presented to HCPS and then presented to the Health Insurance Committee, it will go to the Board for final approval. We would expect this process to take 60-90 days, but is subject to change. | 2/23/2026 7:04:30 AM |
| Does HCPS expect multiple plan design scenarios annually (e.g., 3–5 modeling options)? | 2/16/2026 12:50:53 PM | Yes. | 2/23/2026 7:04:50 AM |
|
How often is onsite attendance expected:
• Board meetings? • Employee benefit committee meetings? • Open enrollment meetings? |
2/16/2026 12:51:00 PM | Board meetings - monthly. Employee benefit committee meetings - monthly. Open enrollment meetings - 1-2 meetings each year, as needed. | 2/23/2026 7:05:11 AM |
| Please confirm the estimated annual commission revenue under current benefit lines. | 2/16/2026 12:51:06 PM | $838,849 net of Alight fees. | 2/23/2026 7:05:35 AM |
| Confirm the total annual vendor administration cost (~$1.9M) to be offset — does this fluctuate materially year-to-year? | 2/16/2026 12:51:13 PM | $1,961,329. This is relatively consistent year over year. | 2/23/2026 7:05:54 AM |
| If commissions do not fully offset vendor costs in a given year, how is the shortfall handled? | 2/16/2026 12:51:21 PM | The consultant is expected to cover the cost of the shortfall. | 2/23/2026 7:06:53 AM |
| Is HCPS open to a hybrid fee + commission structure? | 2/16/2026 12:51:28 PM | Not at this time. | 2/23/2026 7:07:22 AM |
|
Scope of Services – Comprehensive Breakdown
1.1. Please confirm which of the following products and services the District expects the benefits broker/consultant to provide under this RFP, including but not limited to: • Medical (fully insured and/or self-funded) • Prescription drug programs • Dental • Vision • Basic and supplemental life • Disability (short-term and long-term) • Voluntary/worksite products • Employee assistance programs (EAP) • Wellness and population health initiatives • Retiree benefits • COBRA administration • Section 125/FSA/HSA administration • ACA compliance reporting • Stop-loss placement (if applicable) • Ancillary lines not listed above |
2/16/2026 3:17:53 PM | All of these services listed. | 2/23/2026 7:07:43 AM |
|
Benefit Administration Services & Alight Platform
2.1. Please confirm the current scope of services provided by Alight, including: • Enrollment platform functionality • Eligibility management • Payroll integration • Billing reconciliation • COBRA administration • Retiree administration • Call center support • ACA reporting • FSA/HSA administration • Data analytics and reporting capabilities |
2/16/2026 3:18:08 PM | All of these services listed. | 2/23/2026 7:41:57 AM |
| How does the District administer open enrollment as well as enrolling new hires during the year? | 2/16/2026 3:18:27 PM | Our open enrollment and new hire enrollment is handled through Alight's benefits administration platform, as is the benefits communication, microsite, and spending accounts. | 2/23/2026 7:09:15 AM |
| Does Alight administer open enrollment or new hire enrollments for the District? | 2/16/2026 3:18:42 PM | Yes. | 2/23/2026 7:10:26 AM |
| Does Alight provide Benefit Educators to assist the District daily to educate the employees on how to select and use their benefits? If yes, how many daily, on-site, staff are assigned by Alight? | 2/16/2026 3:18:56 PM | Alight does not provide Benefit Educators on site. Alight provides a call center and microsite to educate our employees and assist them with benefits election. Our consultant has a specific division that provides onsite benefits enrollment counselors, group meetings and integration with the Alight system, which we can deploy when desired. | 2/23/2026 7:10:53 AM |
| Please list the specific expenses the Broker is expected to pay on behalf of the District with the compensation paid to the Broker. Please include the entities’ name, service/product, and annual amount to be paid. | 2/16/2026 3:19:34 PM | The consultant expected to cover the costs of Alight, which includes benefits administration and communications, as well as special projects when needed. | 2/23/2026 7:11:26 AM |
| Please provide a copy of the contract and current pricing issued for RFP 20118-DST-IV | 2/16/2026 3:20:33 PM | See attachment. | 2/23/2026 7:12:37 AM |
| Please provide the commissions and/or fees currently earned for the benefits listed in Attachment B of RFP 26027-RFP-DST Employee Benefits and Risk Management | 2/16/2026 3:21:02 PM | $838,849 is netn commissions for the scope of work. | 2/23/2026 7:11:57 AM |
Commodity Codes
Total: 5
| Code | Description |
| [918-32] | Consulting Services (Not Otherwise Classified) |
| [918-40] | Employee Benefits Consulting |
| [918-69] | Insurance Consulting |
| [946-12] | Actuarial Services and Retirement Planning |
| [958-61] | Insurance and Risk Management Services |
Publications
Total: 0
| Publication | Date |
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