RFP AH-207347 Health and Wellness Third Party Administrator (TPA) **SOURCING #115880**
| Agency: | Dallas Public Schools |
|---|---|
| State: | Texas |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Mar 25, 2024 |
| Due Date: | May 2, 2024 |
| Solicitation No: | RFP AH-207347 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
RFP AH-207347 Health and Wellness Third Party Administrator (TPA) **SOURCING #115880**
Closing Date: 5/2/2024
Closing Time: 2:00 P.M.
Bid Package: RFP AH-207347 Health and Wellness Third Party Administrator (TPA) **SOURCING 15880**
Additional Files:
Addendum #1:
Addendum #2:
Addendum #3:
Addendum #4:
Item File #1:
Item File #2:
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PURCHASING DEPARTMENT
9400 North Central Expressway, Suite 1510, Dallas, TX 75231
(972)925-4100
Request For Proposal 115880
RFP AH-207347 Health and Wellness Third Party
Administrator (TPA)
Dallas ISD rev 1.0
Page 1 of 39
Request For Proposal 115880 RFP AH-207347 Health and Wellness Third Party Administrator (TPA)
Buyer HATCHARD, ANGELA
Email AHATCHARD@dallasisd.org
1 Header Information
1.1 General Information
First Advertisement Date/Issue Date
Second Advertisement Date
Pre-Proposal Meeting
Questions Deadline
Questions Response from the District
Solicitation Due
Anticipated Evaluation & Sel
Anticipated Approval/Award
24-MAR-2024 08:00:00
31-MAR-2024 08:00:00
01-APR-2024 09:00:00
13-APR-2024 14:00:00
08-APR-2024 17:00:00
02-MAY-2024 14:00:00
16-MAY-2024 08:00:00
22-AUG-2024 18:00:00
Pre-Proposal
A pre-proposal meeting will be held at 09:00 am CST via TEAMS video conference on April 1,
2024. Please submit (in writing) any questions regarding this RFP. Only written questions will be
considered. It is highly encouraged that all potential proposers participate and attend the pre-
proposal.
Join TEAMS Meeting: https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting
Meeting ID: 296 500 401 062
Passcode: UZqMSD
1.2 Terms
Initial Term: 3
Renewal 1: 1
Renewal 2: 1
Any contract that results from this solicitation and upon Mutual Agreement of the awarded vendor and the
District, may be extended not to exceed a total of 5 years(s). If either party intends not to renew the Contract,
that party must give written notice to the other party no fewer than ninety (90) days prior to the expiration of the
then current term of the Contract. If the District fails to timely exercise any of the options to renew, all remaining
options to renew shall expire and terminate
1.3 Requirements
LENGTH OF CONTRACT
The term of this proposal shall be for a three (3) year agreement with two (2) successive one (1) year
extensions based on the long-range needs of the District and mutual consent of both parties not to exceed
five (5) years total.
EVALUATIONS AND DEMONSTRATIONS
This RFP will require demonstrations to aid in the selection of vendors. Live Demonstrations will be the top
three (3) ranked vendors from Evaluation 1.
Evaluation Date 1 - Scoring of submitted Response - May 16, 2024. The evaluation is to recommend the
top three (3) ranked vendors to provide the live demonstrations.
Live Demonstrations - May 30, 2024 - Live Demonstrations will last approximately 1 hour 15 minutes. The
timeline for each demonstration as follows:
• Setup: 10 minutes
• Presentations: 45 minutes
• Questions: 10 minutes
• Breakdown: 10 minutes
Dallas ISD rev 2.0
Page 2 of 39
Request For Proposal 115880 RFP AH-207347 Health and Wellness Third Party Administrator (TPA)
EVALUATIONS AND DEMONSTRATIONS
Evaluation Date 2: Scoring Demonstrations - May 30, 2024. The evaluation is to recommend a vendor for
the services requested.
SCOPE AND SPECIFICATIONS OF THE
PROPOSAL
The Dallas Independent School District (Dallas ISD or District) is soliciting offers for the goods and/or
services specified in this document.
1. Questions concerning this solicitation document should be addressed, in writing, to
ahatchard@dallasisd.org
2. Questions must be submitted by the deadline to allow sufficient time for responses prior to receipt/opening
date/time.
3. Responses to questions other than administrative questions will be provided to all potential offerors by
means of an addendum to the solicitation.
All vendors are encouraged to participate even if vendors are the sole source providers.
This proposal is being issued in accordance with Title 2 of the Code of Federal Regulations (2CFR) Part 200
and ESSER (Elementary and Secondary Emergency Relief) requirements to procure vendors who provide
goods purchased by Dallas ISD using federal dollars. This proposal may be used with local, state, federal,
and grant-funded programs.
PURPOSE OF REQUEST FOR PROPOSAL (RFP)
The Dallas ISD seeks a third-party administrator for health and wellness administration, leave administration,
and absence management. The selected vendor will manage and administer the District's benefits and
leaves programs in accordance with the District's eligibility rules, District policies, and TRS-Active Care plan
provisions. The District has approximately 25,000+ benefits-eligible employees. There is one enrollment
window each year, typically from early July 1 through mid-August. The Teacher Retirement System
determines enrollment, and enrollment is subject to change. The District's plan year begins September 1 and
ends August 31.
PROPOSAL REQUIREMENTS
1. The successful company will focus on the key principles of transparent pricing, high-quality care and
service, and effective vendor partnerships. The District expects all vendors to collaborate with its staff to
fulfill its mission and vision while serving its employees. The District seeks a vendor that will be:
• Flexible and adaptable
• Follow all District initiatives
• Transparent
• Confident and committed
• Responsive and capable of providing superior administrative and technical services
• Compliant with policies
2. The company must demonstrate a dedication to providing a superior customer experience for all the
services provided under the RFP, which may require integration with other plan vendors. Vendors must have
sufficient resources designed to be easily accessible and understandable, including but not limited to:
• Skilled project management
• Appropriate operational controls
• Strong program governance
• Routine accurate audits
• Appropriate key performance indicators
3. The company must have a dedicated account management team assigned to the District for the duration
of the contract.
4. The company must provide monthly, quarterly, and annual utilization reports in a format agreed upon by
Dallas ISD rev 2.0
Page 3 of 39
Request For Proposal 115880 RFP AH-207347 Health and Wellness Third Party Administrator (TPA)
SCOPE AND SPECIFICATIONS OF THE
PROPOSAL
the District.
5. A minimum of five (5) years of experience serving clients of similar size as Dallas ISD (25,000+
employees) is preferred. The proposal response should detail experience with school districts and/or
governmental entities.
6. The company must be able to provide bilingual (Spanish) communications materials, web-based
programs, and customer service.
7. The company must be able to provide a full-service call center located and operated within the U.S.
Continental borders and maintain 7 am to 7 pm operational hours.
8. Company's commitment to customer services must conform to the District's Core 4 Customer Service
Principles.
• Focused - Student achievement is our primary focus. Whether staff members work directly with
students or support other staff members, every measure, initiative, and project should be
implemented and carried out with students as the focus.
• Fast - Today's world revolves around immediacy - quick and easy access, fast resolutions. The
success of delivering services and products to customers in a timely manner is a critical
component in providing excellent customer service. (24-48 hour response time)
• Flexible - Working toward a solution often requires being open to other ideas, bold in problem-
solving, and flexible in finding a way to provide a service or deliver a product.
• Friendly - A positive culture starts with every staff member, no matter the issues or challenges.
Interaction with customers and colleagues should consistently demonstrate respect and
kindness - regardless of the answer or solution.
The selected vendor will assist with the following category of services:
1. Health and Welfare:
Benefits Portal:
• The selected vendor must create and regularly maintain a District-specific Benefits website that
is available in English and Spanish. The portal must allow for enrollment.
• The selected vendor's portal/website must have smart technology.
• The selected vendor must be able to compute and verify employee deductions based on the
type of benefit plan and coverage level elected.
Benefit plans and programs may include, but are not limited to:
• Medical
• Dental
• Disability
• Vision
• Life and AD&D
• Short- and Long-Term Disability
• Employee Assistance Program
• Flexible Spending Accounts and Health Savings Accounts
• Wellness/fitness programs
• Critical Illness
• Hospital Indemnity
• Personal legal plan
• Additional Wellness programs not listed but offered
• Ability to participate in district events such as but not limited to job fairs and New Teacher
Academy (NTA) onsite/virtual support services.
2. Leave Administration (Federal, State, and District leaves) - The selected vendor will assist the District
in managing the leaves program, including but not limited to the following:
Dallas ISD rev 2.0
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Request For Proposal 115880 RFP AH-207347 Health and Wellness Third Party Administrator (TPA)
SCOPE AND SPECIFICATIONS OF THE
PROPOSAL
• Absence and leave reporting
• Live answer support line
• Absence and Leave reporting
• All legal leaves
• Seamless integration with the disability program
• Data feed, which can be loaded into the payroll system
• Referral to support programs (i.e., EAP)
• Customized built-in reporting flags (i.e., type of absence, leave, total of absences,
patterned absences)
• Absence and leave notification
• Fit for duty process, including the process for IME (Independent Medical Evaluations)
• Case management and resolution
• Accurate processing of all requests, including case management
• Documentation of process and procedures for all requests
• Case/claim review and validation
• Enforcing the District leave of absence program
• Return to work planning
• Incidental absence reviews and support
• Coordinate with other HR functions, payroll, benefits, Workers' Compensation, and Benefits
Review Committee.
• Documentation and notification to employee and manager of actions taken
• Management reporting and information analysis
• Trends and reporting
• Leave of absence policy support
• Coordination and interpretation of policy impact with applicable federal and state
regulations
• Integration of policy changes into service delivery
• Monitoring of legislation (state and federal)
• Assessment and/or determination of employee eligibility
• Sending and collecting leave packets to and from employees
• Regular communication with and monitoring of employees on leave
• Provide consultation to the District regarding specific leave cases
• Provide daily leave report (including cumulative data)
3. Absence Management
Leave Management Administration and Eligibility for designated leave programs
• Leave status management
• Website
• Call Center Services
• Communications production for event-based activity
4. COBRA Administration
• COBRA administration for dental and vision benefits
• COBRA initial notices
• COBRA payment interface
5. Flex Spending Account (FSA) and Health Savings Account (HSA) administration (health and
dependent care)
Dallas ISD rev 2.0
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