RFP 2025DD-17 - Benefits Consultant

INTRODUCTION

Purpose

The City of Kyle seeks to engage a qualified Human Resources Benefits Consultant to provide comprehensive consulting services to the City’s Human Resources (HR) Department. The selected consultant will work in partnership with the City of Kyle’s HR Department to evaluate, manage, and enhance the City’s employee benefits programs. The objective is to ensure cost-effective, competitive, and comprehensive benefits offerings that meet the needs of the City’s workforce.

Background

The selected consultant will be responsible for providing strategic and operational support in the design, management, and implementation of the City’s employee benefits programs. This includes managing the City’s benefit provider solicitation processes, providing account management and analytical services, ensuring compliance with relevant laws, and advising on health and performance management. The consultant will ensure that all services and recommendations align with the City's goals, are compliant with Texas procurement laws, and are structured to provide value to both the City and its employees.

General Submission Information

This RFP is posted on the City of Kyle’s website at www.cityofkyle.com/rfps and www.demandstar.com under proposal ID: RFP-2025DD-17-0-2025/DD

PROPOSAL SUBMISSION DEADLINE: Tuesday, March 18, 2025 PRIOR TO 3:00 p.m.

Proposals should be clearly marked Benefits Consultant - RFP 2025DD-17 and submitted to:

Daniel Dellemonache
City of Kyle, Procurement Supervisor
City Hall, 100 West Center Street , Kyle TX 78640
(512) 779-3874

Proposals may also be submitted electronically at www.demandstar.com under proposal ID: RFP-2025DD-17-0-2025/DD

Any proposal received later than the specified time, whether delivered in-person or by mail will be disqualified. The City of Kyle will not be responsible for late delivery from the post office or delivery to any location other than the one specified above. Responders are encouraged to hand deliver their proposals well ahead of opening time or follow up to confirm their proposals were received before the deadline. The City further reserves its right to reject all proposals for any reason or any proposal that does not contain all the information requested in this RFP.

Potential responders may also submit a written email request to ddellemonache [at] cityofkyle.com ( ddellemonache[at]cityofkyle[dot]com ) for additional information or clarification. The deadline for questions is Tuesday, March 4 at 5:00 p.m. Please reference the RFP name in the subject line and provide the applicable page number with each question. Responses to questions will be posted on the City of Kyle’s website at www.cityofkyle.com/rfps and www.demandstar.com as an addendum prior to the submission deadline.

PRE-OFFER CONFERENCE

Wednesday, February 26 at 9:30 am on Microsoft Teams. Please RSVP to ddellemonache [at] cityofkyle.com (ddellemonache[at]cityofkyle[dot]com) for the link.

SCOPE OF WORK

This RFP will be awarding a contract for Benefits Consultant.

SUBMITTAL REQUIREMENTS & SCORING

The City will evaluate and rank the contractors based on the following selection criteria:

30 Points - Experience and Qualifications

25 Points - Approach & Methodology

20 Points - Price

15 Points - Technical Capabilities & Tools

10 Points - Customer Support and Account Management

SELECTION PROCESS

Following the City Council’s approval of the staff recommendation, and in accordance with Texas Government Code 2254 for Professional Services, staff will attempt to negotiate a scope of work and fee structure at a fair and reasonable price with the most qualified responder. If a satisfactory agreement cannot be negotiated with the most qualified responder for design services, the City shall formally end negotiations with the most qualified responder, select the next most qualified responder and attempt to negotiate an agreement with that company at a fair and reasonable price.