RFP 26036 ACCGOV VOLUNTARY, DISABILITY, LIFE & FML BENEFITS

THE UNIFIED GOVERMENT OF
ATHENS-CLARKE COUNTY(ACCGOV)
DATE: April 12, 2026
TO: Benefit Providers
SUBJECT: RFP # 26036 - ACCGOV VOLUNTARY, DISABILITY, LIFE & FML BENEFITS
You are invited to submit a proposal to provide fully insured voluntary (accident and critical illness - VB),
disability, life, and FML benefit proposals for its 2027 plan year for the Benefits and Wellness Division of Athens-
Clarke County Government (ACCGov), Human Resources. Vendors may bid on one or more benefits.
Inquiries regarding proposals should be made to Angie Perteet, Senior Buyer 762-400-6053, email:
angie.perteet@accgov.com or accbids@accgov.com.
Attached hereto is the Request for Proposal (RFP) instruction document. The written requirements contained in
this (RFP) shall not be changed or superseded except by written addendum from the ACCGov Purchasing
Division of the Finance Department. Failure to comply with the written requirements for this proposal may result
in rejection of the proposal by ACCGov.
The Unified Government of Athens Clarke County is accepting electronic bid submissions. Bidders shall create
a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once
you have completed account registration, browse back to this page, click on "Draft Response", and follow the
instructions to submit the electronic bid.
No later than 2:00 P.M. ET, Tuesday, May 19, 2026
A qualified interpreter for the hearing impaired is available upon request at least 10 (ten) days in advance of the
proposal opening date. Please call (706) 613-3088 for more information. This service is in compliance with the
Americans with Disabilities Act (ADA).
The ACCGov reserves the right to reject any and all proposals, to waive any technicalities or irregularities, and
to award the contract based on the highest and best interest of ACCGov.
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TABLE OF CONTENTS
SECTION TITLE
I REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS
II REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES
III SCOPE OF SERVICES
A. INTRODUCTION AND PURPOSE
B. GENERAL REQUIREMENTS
C. ADDITIONAL REQUIREMENTS
D. SPECIFIC TASKS
IV SELECTION PROCESS AND EVALUATION CRITERIA
V MANDATORY PROPOSAL FORMS
A. PROPOSAL FORM
B. ADDENDA ACKNOWLEDGEMENT
C. GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT
D. ACCGOV ANCILLARY BENEFITS PROVIDER QUESTIONNAIRE - NON-PRICING
E. ACCGOV ANCILLARY BENEFITS PROVIDER QUESTIONNAIRE - PRICING
VI DOCUMENTS CHECK LIST
ADDITIONAL SUPPORTING DOCUMENTS:
A. 2017 Accident Contract
B. 2017 Basic Life Contract - Unum
C. 2017 Basic Life Rates - Unum
D. 2017 Critical Illness Contract - Unum
E. 2017 LTD Contract - Unum
F. 2017 Whole Life Unum Summary
G. 2026 Unum Accident Rates
H. 2026 Unum Critical Illness Rates
I. 2026 Unum Life Rates
J. 2026 Unum LTD Leave Rates
K. Athens-Clarke Co Accident Flyer
L. Athens-Clarke Co Commissioner Life Flyer
M. Athens-Clarke Co Citical Illness Flyer
N. Athens-Clarke Co Full-Time Employee Life Flyer
O. Athens-Clarke Co LTD Flyer
P. Athens-Clarke Co Wellness Flyer
Q. Athens-Clarke Co Whole Life Flyer
R. EAP
S. Unified Gvmt of Athens-Clarke Co Life Premiums and Volumes
T. Unified Gvmt of Athens-Clarke Co LTD Experience
U. Unified Gvmt of Athens-Clarke Co VB Premium Statement
V. Unified Gvmt of Athens-Clarke Co Life Claims Paid
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SECTION I - REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS
ALL PROPOSALS RECEIVED WILL BECOME A PART OF THE OFFICIAL CONTRACT FILE AND
MAY BE SUBJECT TO DISCLOSURE.
A complete signed proposal must include the documents listed below:
PROPOSAL FORMAT: Offerors are expected to examine the specifications, price schedule, and all
instructions. Failure to do so will be at the offeror's risk. Each offeror shall furnish the information required by
the solicitation. The proposal and price schedule must be signed by an officer of the company, who is legally
authorized to enter into a contractual relationship in the name of the offeror.
All proposals received will become a part of the official contract file and may be subject to disclosure.
PROPOSAL FORMAT: All proposals should include the information outlined below and in the following
order:
1. Cover Letter: A brief cover letter of introduction and interest.
2. Table of Contents: Including all sections and subsections.
3. Business Information: State the full name and address of your organization and the branch office or
other subordinate element that will perform the services described in this proposal. Include telephone
number, point of contact and official signature of an authorized company representative. Indicate whether
you operate as a single proprietorship, partnership, or corporation. Include the state(s) in which you are
incorporated and/or licensed to operate.
4. Qualifications and Experience: Include an organization chart and summary resumes of key personnel
proposed for the project, including designations of the team leader, the person responsible for all proposed
communications with the owner and all proposed sub-consultants and a description of their roles.
a. Current Project Assignments: Identify the current project assignment(s) and the currently
identified completion date(s) for projects currently being managed by the key individuals
proposed for our project.
b. Understanding of the Project: Statement of the firm's understanding of the project and proposed
approach for providing requested services.
c. Additional Services Required: Based on the firm's understanding of the project, identify any
additional services that might be required for a successful program.
5. References/Reference Projects: Include a minimum of three references for contracts of a similar nature,
preferably public sector references. Include the name, address, telephone number, point of contact and
description of the contract for each reference.
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6. Financial Information and Documentation: Provide relevant information regarding organizational
stability and strength. Documentation may include: A statement of organizational structure (e.g., sole
proprietorship, partnership, corporation, joint venture, etc.), information regarding the make-up of that
structure (e.g., owner, partners, board of directors, joint venture partners, etc.), a listing of financial
references.
7. Other Relevant Information: Include any other relevant information concerning the project in this
section.
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THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY
REQUEST FOR PROPOSAL
RFP # 26036 - ACCGOV VOLUNTARY, DISABILITY, LIFE, AND FML BENEFITS
HUMAN RESOURCES DEPARTMENT
ATHENS, GEORGIA
SECTION II - REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES
A. INTRODUCTION
PURPOSE
ACCGov desires to solicit competitive proposals from responsible vendors to provide fully insured
voluntary (accident and critical illness), disability, life, and FML benefit proposals for its 2027 plan year.
ACCGov plans to enter into an agreement with the selected vendor effective January 1, 2027, for an initial
period of 12 months. The vendor must guarantee first contract period rates/fees through December 31,
2027, and the contract will automatically renew for additional one-year terms as noted under contract
terms.
The contractor will provide services per the scope of services as indicated in Section III of this request for
proposal (RFP).
B. RFP TIMETABLE
The anticipated schedule for the RFP and contract approval is as follows:
Proposal Documents Available .......................... Monday, April 13, 2026
Deadline for submission of questions ................ 2:00 P.M. ET, Monday, April 27, 2026
Deadline for receipt of proposal ........................ 2:00 P.M. ET, Tuesday, May 19, 2026
Proposals Valid Until: ........................................ 120 days from deadline for receipt of proposal
C. CONTACT PERSON
The contact person for this RFP is Angie Perteet, Senior Buyer. Explanation(s) desired by the offeror(s)
regarding the meaning or interpretation of this RFP must be requested from the contact person, in writing
via the OpenGov Q&A tool.
Offerors are encouraged to contact only the contact persons stated above to clarify any part of this RFP.
Any such unauthorized contact shall not be used as a basis for responding to this RFP and also may result
in the rejection of the offeror's submittal.
D. MINIMUM PROPOSAL ACCEPTANCE PERIOD
Proposals shall be valid and may not be withdrawn for a period of 120 days from the date specified for
receipt of proposals.
E. ADDITIONAL INFORMATION/ADDENDA
ACCGov will issue responses to inquiries and any other corrections or amendments it deems necessary in
written addenda issued prior to the proposal due date. Offerors should not rely on any representations,
statements or explanations other than those made in this RFP or in any addendum to this RFP. Where
there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will
prevail
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Request for additional information or clarifications must be made in writing no later than the date specified
in the RFP Timetable. The request must contain the offeror's name, address, phone number, and email
address.
Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror's
receipt of any addendum will result in the rejection of the proposal if the addendum contained
information which substantively changed the Owner's requirements
Offerors who obtain this Request for Proposal from Georgia Procurement Registry, OpenGov
Procurement or from other than the Purchasing Division are advised to re-visit the above websites to
obtain any addenda which may be issued prior to the proposal closing date. ACCGov assumes no
responsibility for Offerors' failure to acknowledge any addenda issued.
F. LATE PROPOSALS, WITHDRAWALS, MODIFICATIONS AND REJECTIONS
Proposals shall not be modified, withdrawn, or cancelled by the offeror for a period of one hundred
twenty (120) days following the time and date designated for the receipt of proposals, and each offeror
so agrees in submitting his proposal. Negligence on the part of the Offeror in preparation of his proposal
shall not be grounds for the modification or withdrawal of a proposal after the time set for proposal closing.
Proposals received after the proposal due date and time are late and will not be considered. Modifications
received after the proposal due date are also late and will not be considered.
G. PROPOSAL CLOSING
Proposal schedule prices will not be opened or read aloud publicly. A list of names of firms providing
proposals may be obtained from Georgia Procurement Registry or via email request to E-Mail:
accbids@accgov.com after the proposal due date and time stated herein. A tabulation of prices may be
obtained upon award.
H. NON-COLLUSION AFFIDAVIT
By submitting a proposal, the offeror represents and warrants that such proposal is genuine and not sham
or collusive or made in the interest or on behalf of any person not therein named, and that the offeror has
not directly or indirectly induced or solicited any other offeror to put in a sham proposal, or any other
person, firm or corporation to refrain from proposing and that the offeror has not in any manner sought by
collusion to secure to that offeror any advantage over any other offeror.
By submitting a proposal, the offeror represents and warrants that no official or employee of the ACCgov
has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made
under it, or in any expected profits to arise there from.
I. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT
By submitting a proposal and executing the attached Affidavits, the offeror verifies its compliance with
O.C.G.A. 13-10-91. The offeror further agrees to maintain records of such compliance and shall provide
a copy of each such verification to ACCGov, at the time the subcontractor(s) is retained to perform such
services.
J. COST INCURRED BY OFFERORS
All expenses involved with the preparation and submission of proposals to the ACCGov or any work
performed in connection therewith shall be borne by the offeror(s). No payment will be made for any
responses received or for any other effort required of or made by the offeror(s) prior to commencement of
work as defined by a contract approved by the governing body of the ACCGov.
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K. EQUAL OPPORTUNITY POLICY STATEMENT
It is the policy of ACCGov that no person or business shall be excluded from participation, denied the
benefits of, or otherwise discriminated against in relation to the award and performance of any contract or
subcontract on the grounds of race, color, creed, national origin, age, or sex.
L. HOLD HARMLESS AND INDEMNIFICATION
The Offeror agrees, insofar as it legally may, to indemnify and hold harmless ACCGov, its officers,
employees and agents from and against all loss, costs, expenses, including attorneys' fees, claims, suits
and judgments, whatsoever in connection with injury to or death of any person or persons or loss of or
damage to property resulting from any and all operations performed by Offeror, its officers, employees,
and agents under any of the terms of this contract.
M. AWARD OF CONTRACT
This is a past performance/technical/price trade-off source selection in which competing offeror's past
and present performance history and technical ability will be evaluated on a basis approximately equal to
price. Award will be made to the responsible offeror whose proposal represents the best value after
evaluation in accordance with the factors listed in Section IV herein. ACCGov may reject any or all
proposals if such action is in the Unified Government's interest.
N. QUALIFICATION OF OFFERORS
ACCGov may make such reasonable investigations as deemed proper and necessary to determine the
ability of the offeror to perform the work and the offeror shall furnish to the Unified Government all such
information and data for this purpose as may be requested. ACCGov reserves the right to reject any
proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy the Unified
Government that such offeror is properly qualified to carry out the obligations of the contract and to
complete the work contemplated therein.
ACCGov contractors/vendors must have a current Athens-Clarke County business license if they are
physically located in Athens-Clarke County or if they perform a service in Athens-Clarke County.
Proposals from any offeror that is in default on the payment of any taxes, license fees, or other monies
due to the Unified Government will not be accepted.
Q. ALTERNATE PROPOSALS
Alternate proposals or proposals that deviate from the requirements of this solicitation will not
be considered. Offerors shall not insert in their proposal any written statement which will have
the effect of making any material change or changes in the Scope of Services or in any contract
between the parties covering subject matter thereof.
R. OPEN RECORDS
In accordance with OCGA Section 50-18-72(a)(34) Any trade secrets obtained from a person or
business entity that are required by law, regulation, bid, or request for proposal to be submitted
to an agency. An entity submitting records containing trade secrets that wishes to keep such
records confidential under this paragraph shall submit and attach to the records an
affidavit affirmatively declaring that specific information in the records constitute trade
secrets pursuant to Article 27 of Chapter 1 of Title 10. If such entity attaches such an affidavit,
before producing such records in response to a request under this article, the agency shall notify
the entity of its intention to produce such records as set forth in this paragraph. If the agency
makes a determination that the specifically identified information does not in fact constitute a
trade secret, it shall notify the entity submitting the affidavit of its intent to disclose the
information within ten days unless prohibited from doing so by an appropriate court order. In the
event the entity wishes to prevent disclosure of the requested records, the entity may file an action
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in superior court to obtain an order that the requested records are trade secrets exempt from
disclosure. The entity filing such action shall serve the requestor with a copy of its court filing. If
the agency makes a determination that the specifically identified information does constitute a
trade secret, the agency shall withhold the records, and the requester may file an action in superior
court to obtain an order that the requested records are not trade secrets and are subject to
disclosure;
S. NON-DISCRIMINATION ORDINANCE
Contractor agrees to abide by and be bound by Chapter 6-21 of the Code of Athens-Clarke County,
Georgia, regarding Unlawful Discrimination and agrees to ensure that any and all subcontractors
operating pursuant to this solicitation also agree to abide by and be bound by Chapter 6-21 of the Code
of Athens-Clarke County, Georgia."
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SECTION III - SCOPE OF SERVICES
The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services
necessary for ACCGov voluntary (accident and critical illness), disability, life, and FML benefits as per the scope
of services outlined below for the period of the awarded contract.
A. INTRODUCTION AND PURPOSE
ACCGov is a unified city/county government located in the northeast section of the state of Georgia.
ACCGov provides fully insured voluntary (accident and critical illness), disability, life, and FML benefit
insurance coverage to approximately 1,500 benefit eligible employees and 800 retirees. ACCGov is
requesting proposals from vendors for fully insured voluntary (accident and critical illness), disability,
life, and FML benefit insurance coverage and benefit management for full-time employees, long term
disability recipients, COBRA participants, and retirees of all ages, as well as, eligible dependents.
B. GENERAL REQUIREMENTS
1. CONTRACT PERFORMANCE PERIOD: Contract performance period shall be from January 1,
2027, for twelve (12) months unless terminated by either party giving to the other written notice
of termination in writing sixty (60) days prior to the proposed date of termination.
C. ADDITIONAL REQUIREMENTS
1. CONTRACT TERMS
All contracts will be awarded for an initial term of one (1) year, with the contracts
automatically renewing for four (4) additional one-year renewal terms, subject to either party
having the right of non-renewal upon written notice to the other as set forth in the contract.
The laws of the State of Georgia will govern the interpretation and the subject matter of any
contract awarded under this solicitation.
The proper venue for any dispute arising out of the contract awarded under this solicitation or its
subject matter will be the Superior Court of Athens-Clarke County, Georgia, or if federal
jurisdiction is applicable, the United States District Court for the Middle District of Georgia,
Athens Division.
No contract shall contain mandatory arbitration provisions nor require waiver of the right to a trial
by jury.
No contract shall contain any provisions that violate the laws of the State of Georgia, including
the Constitution of the State of Georgia. Such provisions include, but are not necessarily limited
to, the following:
* Provisions that require ACCGov to indemnify the vendor or hold the vendor harmless.
* Provisions that purport to require ACCGov to pay late payment penalties or interest.
* Provisions that purport to bind future commissions.
* Any confidentiality provisions that conflict with the Georgia Open Records Act or the
Georgia Open Meetings Act.
No contract will require ACCGov to add a vendor as an additional insured to its policies of
insurance or risk pool coverage.
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No contract will require ACCGov to pay any taxes that it is not otherwise legally obligated to pay
under the laws of the United States or the State of Georgia.
When entering into a contract with ACCGov, a vendor must acknowledge the provisions of
Chapter 6-21 of the Code of Athens-Clarke County, Georgia, entitled "Unlawful Discrimination,"
and to the extent applicable to the goods and/or services provided under the contract, agree to abide
by said chapter.
By submitting a proposal in response to this RFP, the offeror understands and acknowledges that
ACCGov is a local governmental entity in the State of Georgia and is therefore subject to certain
responsibilities, restrictions, and immunities under the law. Any contractual provision that
conflicts with any such responsibility, restriction, or immunity will be deemed null and void and
have no effect whatsoever.
ACCGov reserves the right to require any entity contracting with ACCGov to present documentary
proof that the person signing a contract on behalf of the entity has the authority to bind the entity
to the contract.
Any proposed contracts submitted by a selected vendor will be subject to legal review. To expedite
legal review, ACCGov requests that vendors ensure that any proposed contracts comply with the
guidelines listed above.
2. TERMINATION FOR CAUSE: ACCGov reserves the right to terminate the resulting contract,
in whole or in part, for failure to comply with any provisions of the contract as outlined by
providing a written notice to the successful vendor at least ten (10) days before the effective date
of termination. The successful vendor will not be relieved of any outstanding responsibilities or
unfinished obligations under this contract.
The successful vendor has the right to terminate this contract for cause by providing a written
notice of intent to the Purchasing Administrator to terminate at least sixty (60) days prior to the
effective date of the contract termination.
3. TERMINATION WITHOUT CAUSE: ACCGov reserves the right to terminate the contract at
any time without cause, in whole or in part, by providing a written notice to the other party at least
thirty (30) days before the effective date of termination. The other party will not be relieved of
any outstanding responsibilities or unfinished obligations under this contract that were incurred
prior to termination.
4. CHANGES: Changes in the terms and conditions of this contract may be made only by written
agreement of the parties.
5. INSURANCE.
Before commencing work under the contract, Contractor shall procure and maintain insurance
which shall protect the Contractor and ACCGov from any claims for bodily injury, property
damage, or personal injury which may arise out of operations under the agreement. Contractor
shall procure the insurance policies at the Contractor's own expense and shall furnish ACCGov
an insurance certificate listing ACCGov as certificate holder. The insurance certificate must
document that the liability insurance coverage purchased by the Contractor includes contractual
liability coverage to protect ACCGov. The insurance certificate must provide the following
information:
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