Employee Flexible Benefits Administration and Enrollment Services

Request for Proposal Employee Flexible Benefits Administration and Enrollment Services
Solicitation Notice
The Griffin-Spalding County School System is conducting an analysis and seeking proposals for
Employee Flexible Benefits Administration and Enrollment Services. Qualified vendors with
experience in conducting employee flexible benefits administration and enrollment support of a
school system covering approximately 1,500 employees should answer each of the following
questions in detail and submit their responses to:
Carol Y. Tims
Budget and Procurement Analyst
216 South 6th Street
Griffin, GA 30224
All responses must be received by 12:00 p.m. on Friday, May 15, 2026 in order to be
considered. All responses should be clearly marked "RFP #27-100 Enclosed" on the
outside of a sealed envelope. Responses must be received in the following formats:
1. One (1) original
2. Seven (7) copies
3. One (1) electronic version emailed to procurementdocs@gscs.org
The Griffin-Spalding County School System reserves the right to waive any and all
guidelines herein, to waive minor irregularities, and to reject any RFP if considered to be in
the best interest of the school district.
The effective date of service will be for the 2026 - 2027 school year.
IF YOUR COMPANY WILL BE PARTICIPATING IN THIS RFP, PLEASE EMAIL CAROL Y. TIMS
AT procurementdocs@gscs.org. ALL QUESTIONS WILL BE ANSWERED AND DISCLOSED TO
EACH PARTICIPATE VIA THE DISTRICT'S WEBSITE, www.gscs.org, UNDER THE
MENU/DEPARTMENTS/FINANCE SECTION.
IF NEEDED, SCHOOL SYSTEM DATA WILL BE SENT TO YOU VIA EMAIL ONCE YOU HAVE
NOTIFIED US OF YOUR PARTICIPATION IN THIS RFP.

Request for Proposal Employee Flexible Benefits Administration and Enrollment Services
RFP Scope of Work
The Griffin-Spalding County School System is seeking proposals from qualified vendors to provide
comprehensive administration, enrollment support, and employee education services for the
District's Flexible Benefits Program. The selected vendor will work collaboratively with the District
to implement, manage, and support a voluntary benefits program that enhances the District's
overall employee benefits package while ensuring employees receive clear guidance and support
in selecting appropriate coverage.
1. Program Administration
The selected vendor shall provide full-service administration of the District's flexible benefits
program. Services shall include, but are not limited to:
Administration of voluntary employee benefits such as vision, dental, supplemental life
insurance, disability insurance, accident insurance, critical illness coverage, hospital
indemnity plans, cancer policies, legal plans, identity protection, and other related voluntary
benefits as approved by the District.
Coordination of benefits offerings to ensure alignment with existing District benefit programs
and applicable state and federal regulations.
Provision of a secure and user-friendly enrollment platform that allows employees to review
benefit options and make elections.
Maintenance of employee benefit records and accurate transmission of enrollment data to
insurance carriers.
Integration or coordination with the District's payroll and human resources systems to
ensure accurate deductions and reporting.
2. Employee Education and Communication
The vendor shall develop and implement a comprehensive communication strategy designed to
educate employees about available flexible benefits and assist them in making informed decisions.
Responsibilities include:
Developing clear, accessible educational materials explaining each benefit option, eligibility
requirements, and associated costs.
Providing printed and digital resources, including benefit guides, plan summaries, and
decision-support tools.

Request for Proposal Employee Flexible Benefits Administration and Enrollment Services
Conducting informational meetings, workshops, and presentations for employees at various
worksites.
Providing ongoing communication throughout the year regarding benefit options, changes,
and enrollment opportunities.
3. On-Site Enrollment Assistance
The vendor must provide in-person support to employees during the annual enrollment period and
as needed throughout the year. This support shall include:
Scheduling and staffing on-site enrollment sessions at District facilities.
Providing trained benefits counselors to meet individually with employees to review options,
answer questions, and assist with benefit selections.
Ensuring that employees have sufficient opportunity to receive personalized guidance
regarding benefit choices.
Supporting both in-person and alternative enrollment methods (virtual or telephonic) when
appropriate.
4. Enrollment and Implementation Services
The vendor shall coordinate all aspects of the enrollment process, including:
Development of an annual enrollment timeline in coordination with the District.
Implementation of enrollment systems and processes that ensure accurate and efficient
benefit elections.
Coordination with benefit carriers and the District's payroll department to ensure timely and
accurate deduction setup.
Providing confirmation statements and documentation of elections to employees.
5. Customer Service and Ongoing Support
The vendor shall provide ongoing support to employees and the District throughout the plan year,
including:
A dedicated customer service team is available to respond to employee questions regarding
benefits, claims processes, and plan features.

Request for Proposal Employee Flexible Benefits Administration and Enrollment Services
Assistance with enrollment changes due to qualifying life events.
Support for resolving issues related to coverage, payroll deductions, or carrier
communication.
Access to online tools and resources for employees to review benefits and make permitted
changes.
6. Reporting and Compliance
The vendor shall provide regular reporting and ensure compliance with applicable laws and
regulations. Responsibilities include:
Providing periodic reports to the District on enrollment participation, plan utilization, and
program performance.
Ensuring all benefit offerings comply with applicable federal, state, and local regulations.
Maintaining confidentiality and security of all employee data.
7. Program Evaluation and Continuous Improvement
The vendor shall work collaboratively with the District to evaluate the effectiveness of the flexible
benefits program and recommend improvements. Services include:
Annual program review and analysis of participation trends.
Recommendations for new or enhanced benefit offerings based on employee needs and
market trends.
Assistance with employee surveys or feedback mechanisms to improve program
effectiveness.
Sealed RFP from vendors will be received by the Griffin-Spalding County School System, 216
South 6th Street, Griffin, GA 30224 until 12:00 p.m. on Friday, May 15, 2026. All RFPs received
after the above time will not be considered.
RFP may not be withdrawn for a period of sixty (60) days after the date of receipt of bids. RFP
documents may be obtained at www.gscs.org under the Menu/Departments/Finance section. The
Griffin-Spalding County School System reserves the right to reject any or all bids; any part or parts
of a bid, waive any technicalities/informalities, increase or reduce quantities, make modifications or
specifications, and award any or all of the contract in a manner that is in the best interest of the
Griffin-Spalding County School System.

Request for Proposal Employee Flexible Benefits Administration and Enrollment Services
Qualifications should be presented on the school district questionnaire (attached).
All questions regarding this RFP shall be submitted to the Budget and Procurement Analyst, Carol
Y. Tims, at procurementdocs@gscs.org no later than 12:00 p.m. on Friday, May 1, 2026.
Questions received after this date will not receive a response. All questions will be answered and
disclosed to each participant via the district's website, www.gscs.org, under the
Menu/Departments/Finance section.
If needed, proposing companies could be asked to present and interview with the school system
May 20-21, 2026. Final results will be assessed and an awarded provider is anticipated to be
named no later than June 2026.
Firm Information and Background
1. Name of
Firm: __________________________________________________________
2. Principal
business address: _______________________________________________
3. Telephone/
fax number: ____________________________________________________
4. Website
address: _______________________________________________________
5. Number of
full-time employees: _____________________________________________
6. Please provide a list of at least five references and the services rendered.
7. Describe your experience providing employee flexible benefits administration services to
K-12 school districts or public sector organizations in the State of Georgia?
8. List at least three current clients of similar size and scope, especially those of similar size
(approximately 1,500 employees).

Request for Proposal Employee Flexible Benefits Administration and Enrollment Services
Process/Services
1. Describe the full range of services your company provides for flexible administration (e.g.,
Section 125 plans, FSAs, HSAs, HRAs, dependent care, medical flexible spending account)
You may attach your explanation on a separate page if necessary.
2. Can you support COBRA, retiree billing, and ACA compliance?
3. Do you provide onsite, virtual, or hybrid enrollment support?
4. What services are outsourced vs. handled internally?
Fees and Expenses
1. Provide a detailed pricing structure (per employee per month, flat fee, etc.) If additional fees
are expected of GSCS, or if your company offers additional fee-supported services which are
supplemental to your proposal, please clearly describe costs and services on a separate fee
addendum.
2. Describe any performance guarantees or penalties.
3. Do you require a contract for your services? If so, please attach.
4. Please quote the services on the following basis:
1 year
2 years (annually renewable)
3 years (annually renewable)

Request for Proposal Employee Flexible Benefits Administration and Enrollment Services
General Information
Please provide the name(s), title(s), address(es), telephone and fax number(s), and e-mail
address(es) of the individual(s) responsible for responding to this request.

Request for Proposal Employee Flexible Benefits Administration and Enrollment Services
I, ____________________________________________, an authorized representative of
___________________________________, do hereby certify that the qualifications and
information specified in this Griffin-Spalding County School System Unarmed Security
Services questionnaire are accurate and complete.
Signature _____________________________________________________
Name (Please print) _________________________________________________
Title ______________________________________________________________
Date
Subscribed and sworn to before me this ___ day of _______________, 20___
_____________________________ seal
NOTARY PUBLIC

Request for Proposal Employee Flexible Benefits Administration and Enrollment Services
RFP Timeline for Flexible Benefits Vendor
Implementation Goal: January 1, 2027
Open Enrollment Begins: September 15, 2026
Process Start: March 2026
Timeline Activity Description
March 2026 RFP Development Finalize scope of work, benefit offerings, vendor
requirements (technology platform, payroll
integration, onsite enrollment support, employee
education).
April 15, 2026 RFP Issued Publish and distribute RFP to potential vendors
and benefits consultants.
May 1, 2026 Vendor Question Vendors submit questions; the district provides
Period written responses to ensure clarity.
Ends
May 15, 2026 Proposal Submission Vendors submit complete proposals including
Deadline pricing, services, enrollment support, and
references.
May 18 - May 19 Proposal Evaluation Evaluation committee reviews proposals using
established scoring criteria.
May 20- May 21 Vendor Presentations Finalists present solutions, enrollment strategies,
/ Interviews and implementation plans.
June 2026 Vendor Selection Committee recommends vendor for approval.
Mid-June 2026 Contract Negotiation Finalize service agreement and obtain board
& Board Approval approval.
July 2026 Implementation Vendor begins system configuration, payroll
Kickoff integration, benefit plan setup, and
communication planning.

Request for Proposal Employee Flexible Benefits Administration and Enrollment Services
Timeline Activity Description
July-August Employee Vendor provides marketing materials, information
2026 Communication & sessions, and benefits education.
Education
August 2026 Enrollment Platform Final testing of the enrollment system, payroll
Testing deductions, and reporting.
Early Final Open Schedule onsite enrollment meetings, finalize
September Enrollment materials, and employee outreach.
2026 Preparation
September 15 - Open Enrollment Vendor provides onsite enrollment assistance
October 2026 and employee education sessions.
November-Dec Final Processing Confirm elections, finalize payroll deductions,
ember 2026 resolve enrollment issues.
January 1, 2027 Plan Year Flexible benefits program begins.
Implementation