RFP 2026-16-26 Cafeteria Plan Administration Services for School District Employees

RFP 2026-16-26
Cafeteria Plan Administration Services for School District Employees
Issue Date: Monday, April 6, 2026
Submission Deadline: Friday, April 24, 2026
Time: 10:00 a.m. (Central Standard Time)
Office at 601-973-8582 for assistance. Questions regarding proposal specifications are to be addressed to the Project
Administrator listed in the proposal.
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RFP 2026-16-26 Cafeteria Plan Administration Services for School District Employees
I. Invitation
II. Procurement Schedule (Tentative)
III. RFP Coordinator / Point of Contact
IV: Submission
V. Scope of Services
A. Cafeteria Plan (IRC Section 125) Administration
B. 403(b) / 457 Deferred Compensation Administration Support
C. Other Voluntary Benefits Administration
D. Enrollment, Communication, and Consulting Services
E. Billing, Reconciliation, and Remittance
VI. Technology, Data Exchange, and Integration Requirements
VII. Security, Privacy, and Compliance Requirements (Mandatory)
VIII. Legal and Administrative Requirements
A. Public Records
B. Ethics / Conflict of Interest
C. E-Verify
D. Availability of Funds / Non-Appropriation
E. Insurance
F. Term and Termination
IX. Proposal Format and Required Contents
Exhibit A - Evaluation Citeria and Scoring
Exhibit B - District Facts & Plan Information
Exhibit C - Security Compliance Checklist
Exhibit D - Pricing Proposal
Exhibit E - Required Forms and Certifications
Exhibit E 1: Proposal Form and Signature Page
Exhibit E 2: Submission Cover Sheet and Configuration Summary

Exhibit E 3: Assurances and Signature Form


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RFP 2026-16-26 Cafeteria Plan Administration Services for School District Employees
I. Invitation
Jackson Public School District (JPSD) is soliciting proposals from qualified vendors for goods and/or services as
described in this RFP. All products and services must meet the specifications or be approved equivalents.
The selected proposer shall provide the Services described below. Proposals must clearly explain how
the proposer will meet each requirement.
II. Procurement Schedule (Tentative)
The District anticipates the following schedule. The District reserves the right to modify this schedule at
any time.
RFP Issued Monday, April 06, 2026
Prebid Meeting (virtual) Wednesday, April 15, 2026
Deadline for Written Questions Friday, April 17, 2026
District Issues Responses/Addenda Tuesday, April 21, 2026
Proposal Submission Deadline Friday, April 24, 2026, 10:00 A.M.
Evaluation Period Monday, April 27, 2026 - Thursday, April 30, 2026
Optional Presentations/Demos Monday, May 2, 2026 - Thursday, May 5, 2026
Notice of Intent to Award (anticipated) Friday, May 8, 2026
Board Approval Tuesday, June 16, 2026
Contract Start Date (anticipated) Wednesday, July 1,2026
III.RFP Coordinator / Point of Contact
Communications regarding this RFP must be submitted in writing to the designated RFP coordinator
designated below:
* Name: Michele Mays
* Title: Procurement Supervisor
* Email: rfp@jackson.k12.ms.us
* Phone: 601-973-8582
Proposers shall not contact other District employees, Board members, or representatives regarding this
RFP during the procurement process.
All question and answers will be posted on the goggle document link:
https://docs.google.com/document/d/1_BVN7K9nbCLxyC70-DcB4vMY6LhLzAIF-
gD7ZTQA6LM/edit?usp=sharing
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RFP 2026-16-26 Cafeteria Plan Administration Services for School District Employees
IV. Proposal Instructions and Requirements
Please be advised that Jackson Public Schools will accept electronic proposal submissions only for this
solicitation. Printed, mailed, or hand-delivered proposals will not be accepted or considered.
Proposals must be submitted electronically through Central Bidding at the link below: www.centralbidding.com
Vendors are responsible for ensuring proposals are successfully uploaded and submitted prior to the deadline.
Important Submission Notes
* The Proposal Submission Deadline is Friday, April 24, 2026, at 10:00 a.m. Central time, as stated in Section
II - Procurement Schedule.
* Late proposals will not be opened or considered.
* Faxed or emailed proposals will not be accepted.
* The District is not responsible for technical issues related to electronic submission.
* Vendors are encouraged to submit proposals early to ensure timely reception.
Proposal Format Requirements
* Proposal Cover Page must be the first page
* Proposal must be signed by an authorized official
* Incomplete proposals will not be evaluated
Pricing Requirements (if applicable)
* All prices must be net and include all applicable discounts
* Unit pricing prevails in case of discrepancies
* Prices must be rounded to two (2) decimal places
* Freight and shipping costs must be included, if applicable
Payment Terms (If applicable)
* Payment issued after satisfactory delivery or completion of services
* No partial payments unless specified
* Multi-year and open purchase orders follow contracted schedules
Insurance Requirements
The Contractor shall maintain the following insurance coverage for the duration of the contract:
* Commercial General Liability
Contractors must maintain a minimum of $1,000,000 in General Liability coverage.
Jackson Public Schools (JPS) must be listed as an Additional Insured on this policy. Coverage
shall be primary and non-contributory.
* Workers' Compensation
Any Contractor or subcontractor entering JPS school campuses, administrative buildings, or
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RFP 2026-16-26 Cafeteria Plan Administration Services for School District Employees
project sites must maintain Workers' Compensation insurance with a minimum limit of
$1,000,000.
* Certificate Holder Requirement
Jackson Public Schools must be listed as the Certificate Holder on all Certificates of Insurance
(COIs). COIs must be provided to JPS prior to commencing any work or entering District property.
Evaluation and Award
* Award will be made to the responsive and responsible proposer whose proposal is determined to be most
advantageous to the District (best value), considering price and other evaluation factors stated in this RFP.
* Evaluation may include, as applicable: price, compliance with RFP requirements,
responsiveness/completeness, references, and overall value.
* All awards are subject to approval by the Board of Trustees and availability of funds.
* The District reserves the right to reject any or all proposals, waive informalities and minor irregularities, and
take any action in the District's best interest consistent with applicable Mississippi law.
* The District may request clarification, verify information, and contact references.
* Optional demonstrations/presentations:
The District may invite the highest-ranked proposers to participate in demonstrations,
o
presentations, or clarification meetings.
Invitation is at the District's discretion and does not guarantee award.
o
Demonstrations must address the proposer's platform, enrollment tools, reporting, and other
o
features relevant to this RFP. Failure to participate when requested may result in disqualification.
* The District may negotiate with one or more proposers, as permitted, to obtain the best value for the
District.
Performance, Default, and Termination
Failure to perform in accordance with the contract may result in termination and the vendor being held
responsible for any excess costs incurred by the District.
Guarantees and Warranties
All goods and services must meet the specifications outlined in this RFP. Non-conforming goods or services must
be replaced at the vendor's expense.
Addenda
Vendors must acknowledge receipt of all addenda issued during the RFP process and submit any
required additional information with their proposal.
Important Notices
* All proposal contents become public records after award/notice of intent, subject to the
Mississippi Public Records Act and applicable exemptions.
* The District reserves the right to reject any and all proposals, waive informalities, and negotiate
with the selected proposer in the District's best interest.
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RFP 2026-16-26 Cafeteria Plan Administration Services for School District Employees
* Proposers are responsible for reviewing the entire RFP and submitting all required forms and
attachments.
V. Scope of Services
Jackson Public School District ("JPSD" or the "District") is soliciting sealed proposals from qualified firms
to provide consulting, enrollment, and third-party administrative (TPA) services for the District's
employee Cafeteria Plan (IRC Section 125), employee voluntary benefit programs, and administration
support for the District's 403(b) and 457 deferred compensation plans (collectively, the "Services").
This RFP is intended to identify a single prime contractor that can deliver the Services.
The District may award to one responsive and responsible proposer whose proposal is determined to be
most advantageous to the District, considering price and other evaluation factors described herein
* Cafeteria Plan (IRC Section 125) Administration
Design, maintain, and administer the District's Section 125 plan(s), including medical and
o
dependent care FSAs (if applicable).
Provide enrollment support for eligible employees across District sites
o
and maintain required plan documentation.
Process claims (directly or through disclosed subcontractors) and provide customer
o
support for claim issues.
Provide compliance support and updates for regulatory changes impacting Section 125
o
plan operation.
* State Health Plan Integration
* 403(b) / 457 Deferred Compensation Administration Support
Provide consolidated billing and monthly reconciliation for payroll contributions.
o
Coordinate with vendors/carriers and the District on eligibility, remittance,
o
and compliance workflows.
Support required forms (e.g., universal availability, plan loan or hardship distributions, etc.,
o
as applicable) and ensure administrative controls are documented.
Provide employee education sessions at least annually and additional sessions during
o
open enrollment and/or as requested.
* Other Voluntary Benefits Administration
Administer voluntary benefit programs currently offered and support onboarding of new
o
programs as directed by the District.
Provide consolidated monthly billing, disbursements, and reconciliation for all
o
participating employees.
Act as liaison between carriers/vendors and the District for enrollment changes,
o
terminations, and issue resolution.
* Enrollment, Communication, and Consulting Services
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RFP 2026-16-26 Cafeteria Plan Administration Services for School District Employees
Provide a comprehensive open enrollment strategy with District-branded, multi-format
o
communications (print/digital) and decision-support tools.
Provide enrollment services via in-person and remote methods (call center and online self-
o
service) sufficient to meet District volume needs.
Provide consulting services to support benefit strategy, market checks (as requested), plan
o
performance reporting, and issue escalation.
* Billing, Reconciliation, and Remittance
Provide monthly reconciliation reports identifying errors, recurring concerns, adjustments,
o
and reimbursements.
Work directly with carriers/vendors to resolve discrepancies on behalf of the District.
o
Maintain audit-ready records and provide standard and ad hoc reports as requested.
o
VI. Technology, Data Exchange, and Integration Requirements
Proposals must include a detailed description of the proposer's technology platform and how it
integrates with District systems.
* Payroll Integration: The proposer must support secure transmission of deductions and eligibility
data to/from the District payroll system Tyler Enterprise Resource Planning. The proposer bears all
integration costs.
* Identity & Access: Administrative access must support role-based access control (RBAC) and
multi-factor authentication (MFA).
* Data Interfaces: All inbound/outbound interfaces must be documented (APIs, SFTP, file layouts).
Hard-coded credentials and shared accounts are prohibited.
* Data Export: Upon request, proposer must provide data exports in usable formats with
documented schemas at no additional cost at least once per contract term.
VII. Security, Privacy, and Compliance Requirements (Mandatory)
The District requires vendors to comply with District cybersecurity, privacy, and data governance
standards. Proposals must include evidence of compliance and complete the Security Compliance
Checklist in Appendix B.
* Encryption: Data must be encrypted in transit (TLS 1.2+) and at rest (AES-256 or equivalent).
* Incident Response: Vendor must notify the District of any confirmed security incident within 24
hours and provide a detailed report within 72 hours.
* Data Ownership: The District retains ownership of all District data. Vendor shall not use District
data for analytics, product development, or AI training without written District approval.
* Data Residency Disclosure: Vendor must disclose where District data is stored, processed, and
backed up, including whether any data is stored outside the United States.
* Insurance: Vendor must maintain cyber liability insurance of at least $5,000,000 and provide a
certificate of insurance with the proposal or prior to contract execution.
VIII. Legal and Administrative Requirements
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RFP 2026-16-26 Cafeteria Plan Administration Services for School District Employees
* Public Records: Proposals and related documents are subject to disclosure under the
Mississippi Public Records Act (Miss. Code Ann. 25-61-1 et seq.), except as exempted by law.
Proposers must clearly mark any content they contend is exempt.
* Ethics / Conflict of Interest : Proposers must comply with Mississippi ethics and conflict-of-
interest laws, including Miss. Code Ann. 25-4-101 et seq. The District may disqualify any
proposer with a prohibited conflict of interest.
* C. E-Verify: Vendors and subcontractors must comply with the Mississippi Employment
Protection Act (Miss. Code Ann. 71-11-3) by registering with and using E-Verify for newly hired
employees, as applicable.
* D. Availability of Funds / Non-Appropriation : Any multi-year award is contingent upon the
availability and appropriation of funds. The District may terminate the contract without penalty if
funds are not appropriated or otherwise made available for any fiscal year.
* F. Term and Termination : The anticipated contract term is three (3) years with
the District's option to renew for up to two (2) additional one-year terms.
The District may terminate for cause with a cure period of thirty (30) days and may terminate for
convenience with thirty (30) days prior written notice.
IX. Proposal Format and Required Contents : Proposals must be organized in the order below. Failure
to submit required information may render a proposal non-responsive.
1. Cover Letter signed by an authorized representative.
2. Executive Summary (1-2 pages).
3. Firm Qualifications and Experience (including governmental/school district references).
4. Proposed Account Management Team (org chart and resumes).
5. Implementation Plan and Transition Timeline.
6. Enrollment and Communications Plan (samples included).
7. Administrative Services and Operating Model
1. Section 125,
2. Voluntary benefits,
3. 403(b)/457 support).
8. Technology Platform Description and Integration Plan.
9. Security & Privacy Response and complete Exhibit C checklist with supporting documentation.
10. Completed Pricing Proposal (Exhibit D)
11. Required Forms and Certifications (Exhibit E).
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RFP 2026-16-26 Cafeteria Plan Administration Services for School District Employees
Exhibit A
Evaluation Citeria and Scoring
Proposals determined to be responsive and responsible will be evaluated by the District using a
best-value evaluation methodology. Points will be awarded based on the degree to which each proposal
meets or exceeds the requirements of this Request for Proposals (RFP), considering both quantitative
and qualitative factors.
The District will evaluate proposals using the criteria and relative weights outlined below. The maximum
possible score is 100 points.
Scoring Methodology
Price (15 points)
Points will be awarded based on total cost as submitted in Exhibit C. Lower-priced, fully compliant
proposals will receive higher scores. The District may consider overall cost reasonableness and value.
Technical / Scope Compliance (50 points)
Points will be awarded based on the proposer's understanding of the Scope of Services and the extent
to which the proposal meets all required service components.
Experience & References (15 points)
Points will be awarded based on relevant experience, qualifications, references, and demonstrated
success providing similar services to governmental entities or school districts.
Technology & Security (20 Points)
Points will be awarded based on the proposer's technology capabilities, system functionality,
integrations, and compliance with the District's security and data protection requirements, including
Exhibit B.
Presentation / Demonstration (if applicable)
If requested, points will be awarded based on the effectiveness of the presentation, demonstrated
system capabilities, and the proposer's ability to meet the District's operational needs. Participation is
by District invitation only; failure to participate when requested may result in disqualification.
Evaluation Category Weight (%)
Price XX%
Technical / Scope Compliance XX%
Experience & References XX%
Technology & Security XX%
Presentation / Demonstration* -
Total 100%
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RFP 2026-16-26 Cafeteria Plan Administration Services for School District Employees
Exhibit B
District Facts & Plan Information
* Number of employees: 3512 approx.
* Number of work sites/locations: 45
* Current payroll system: Tyler ERP
* Current benefits administration platform: SABC (Southern Administrators and Benefit
Consultants, Inc.)
* Current carriers/vendors and approximate participant counts: Vendors (9) Carriers (20)
* Open enrollment period dates and expected enrollment volume: October 1-31 Expected
Enrollment volume (approx. 3000)
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