RFP 2026-020 Health & Welfare Benefits Consulting

Agency:	University of Maine
State:	Maine
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services 541612 - Human Resources Consulting Services
Posted Date:	Apr 13, 2026
Due Date:	Apr 30, 2026
Solicitation No:	2026-020
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Administered by University of Maine System

Office of Strategic Procurement

Request for Proposal (RFP)

HEALTH & WELFARE BENEFITS

CONSULTING

RFP #2026-020

Issued Date: April 2, 2026

Response Deadline Date/Time: April 22, 2026, 11:59 p.m. EST

Response Submission Information:

Submitted electronically to UMSResponses@maine.edu

Email Subject Line – RC: Health & Welfare Benefits Consulting -

RFP#2026-020

Response Contact Information:

Email: UMSResponses@maine.edu

Request for Proposal (IT) – Health & Welfare Benefits Consulting

Dated: April 2, 2026

Contents

1.0 INTRODUCTION...................................................................................................................... 3

1.1 Definitions, Background, Purpose and Specifications............................................... 3

1.2 General Information........................................................................................................... 7

1.3 General Submission Provisions ................................................................................... 11

2.0 EVALUATION AND AWARD PROCESS ........................................................................... 13

2.1 Evaluation Criteria ........................................................................................................... 13

2.2 Award ................................................................................................................................. 15

2.3 Tie Bids .............................................................................................................................. 15

2.4 Negotiations...................................................................................................................... 15

2.5 Award Protest ................................................................................................................... 15

3.0 RESPONSE FORMAT REQUIREMENTS........................................................................... 16

3.1 General Format Instructions.......................................................................................... 16

3.2 Response Format Instructions...................................................................................... 16

University of Maine System RFP

Rev. 08/16/2023

Page 2 of 17

Request for Proposal (IT) – Health & Welfare Benefits Consulting

Dated: April 2, 2026

1.0

INTRODUCTION

1.1 Definitions, Background, Purpose and Specifications

1.1.1

Definitions

The University of Maine System will hereinafter be referred to as the "University."

or “UMS” Respondents to the document shall be referred to as "Respondent(s)” or

“Respondent”.

The Respondent to whom the Agreement is awarded shall be referred to as the

"Contractor."

The University of Maine System and other components of the University shall be

referred to as “Multi-Institution”.

1.1.2 Background

Overview

Established in 1968, the University of Maine System (UMS) unites six distinctive

public universities, comprising 10 campuses and numerous centers, in the

common purpose of providing quality higher education while delivering on its

traditional tripartite mission of teaching, research, and public service.

A comprehensive public institution of higher education, UMS serves more than

30,000 students annually and is supported by the efforts of more than 2,000 full-

time and part-time faculty, more than 3,000 regular full-time and part-time staff.

The System consists of seven universities: The University of Maine (UMaine),

including its regional campus the University of Maine at Machias (UMM); the

University of Maine at Augusta (UMA); the University of Maine at Farmington

(UMF); the University of Maine at Fort Kent (UMFK), the University of Maine at

Presque Isle (UMPI); and the University of Southern Maine (USM). The System

also includes the University of Maine School of Law and the University of Maine

Graduate and Professional Center.

Employee Benefits Context

The University of Maine System provides comprehensive health and welfare

benefits to approximately 6,500 benefit-eligible employees across all campuses

including employees who work remotely throughout the United States.

Approximately 85% of UMS employees are represented by various labor unions,

including faculty unions (Associated Faculties of the Universities of Maine,

MEA/NEA and The Maine Part-Time Faculty Association, AFT Local 4593),

service and maintenance unions (Teamsters Local 340), and professional staff

unions (University of Maine Professional Staff Association & Associated Clerical

Office, Laboratory and Technical Staff of the Universities of Maine, MEA/NEA).

This high level of unionization requires specialized expertise in collective

bargaining environments and multi-employer benefit plan administration.

UMS currently operates a self-insured health plan with stop-loss coverage; a self-

insured dental plan, vision, life, and disability benefits; and provides an Employee

Assistance Program (EAP). For eligible retirees, UMS offers the option of

participating in a group plan or the Retiree Health Exchange with a Health

Reimbursement Account (HRA). The UMS seeks to optimize benefit plan design,

manage costs, and streamline administration while maintaining competitive

University of Maine System RFP

Rev. 08/16/2023

Page 3 of 17

Request for Proposal (IT) – Health & Welfare Benefits Consulting

Dated: April 2, 2026

benefits that support employee recruitment and retention across Maine's higher

education landscape.

1.1.3

Purpose

The University of Maine System is seeking responses to provide Health and

Welfare Benefits Consulting as defined in this document. This document provides

instructions for submitting responses, the procedure and criteria by which the

Respondent(s) will be selected, and the contractual terms which will govern the

relationship between the University and the awarded Respondent(s).

The University requires expert consulting services to navigate the complex

landscape of employee benefits in a highly unionized, multi-campus higher

education environment. The selected consultant will provide strategic guidance on

benefit plan design; proactive vendor management including strategic

procurement, negotiation, and contract support; and cost containment strategies,

regulatory compliance, and support work with various groups including trustees

and labor unions. The consultant must have demonstrated experience working

with self-insured health plans, pharmacy benefit managers, union-represented

employees, and preferably higher education institutions. In addition, the consultant

must be experienced working with retiree group health and individual marketplace

vendors.

Key objectives include:

• Optimizing benefit plan design while being cost-effective

• Ensuring regulatory compliance across all benefit programs

• Supporting data collection and analysis regarding collective bargaining

negotiations related to benefits

• Supporting UMS Board of Trustees and Committee discussions

• Recommending and implementing innovative cost containment strategies

• Evaluating and managing vendor relationships

• Providing actuarial and financial analysis services

• Leveraging consortium purchasing opportunities where appropriate

• Educating UMS management and internal groups on national health and

benefits trends, laws and regulations, health savings and improvement

opportunities, and risks

UMS provides a comprehensive set of benefits programs for active and retired

employees based on the following schedule:

Participating Group

UMS Employees

UMS Retirees

Medical Dental Vision FSA

Yes

Yes Yes

Yes

EAP

Yes

HRA

Yes –

Marketplace

only

University of Maine System RFP

Rev. 08/16/2023

Page 4 of 17

Request for Proposal (IT) – Health & Welfare Benefits Consulting

Dated: April 2, 2026

As of March 1, 2026, the subscriber contract census of the eligible groups is:

Participating Group

Active Employees

Non-Medicare Retirees

Medicare Advantage

Retirees

COBRA

Medical Dental Vision FSA DCA HSA EAP HRA

4,017 4,426 3,072 882 121 623 5,350 N/A

150

N/A N/A N/A N/A

200 N/A

1,865

524

N/A N/A N/A N/A 3,100 1,235

0 N/A

N/A N/A

The UMS health insurance is provided to employees and retirees as follows:

• A third-party Administrative Services Only (ASO) agreement for its self-

insured PPO medical plan offered to active employees and pre-65

retirees. The options include a Copay plan or an IRS qualified High

Deductible Health Plan (HDHP) with a Health Savings Account (HSA).

• For its Medicare-eligible (post-64) retirees:

o A fully insured group Medicare Advantage program.

o Alight Medicare Marketplace whereby retirees can select

individual health plans tailored to their needs. Retirees can

shop for coverage—including Medicare Advantage, Medigap

(supplemental), prescription drug, dental, vision, and hearing

plans—using Alight’s portal. Those enrolling in individual plans

through this option are also eligible for a University-funded

HRA.

Pharmacy Benefit Management (PBM) service for the PPO plan is provided by

Capital RX on a carved-out basis.

In addition to medical plan offerings, UMS also offers dental to all eligible

employees through Northeast Delta Dental and Vision Insurance through

EyeMed. COBRA and FSAare through WEX; Retiree billing is through EBPA;

EAP is through Compsych; Life, AD&D, STD, LTD, and Maine’s Paid Family

Medical Leave Act (PFMLA) are through the Standard.

Respondents should review 1.1.4 Specifications / Scope of Work of this

document to see the full Scope of Services/Products required.

The University is committed to providing increased access and opportunity to

diverse businesses including but not limited to: Lesbian, Gay, Bisexual and

Transgender Business Enterprise (LGBTQ+BE); Minority Business Enterprise

(MBE); Service-Disabled Veteran Business Enterprise (SDVBE); Small Business

Enterprise (SBE); veteran-owned; service-disabled veteran-owned; HUBZone;

small disadvantaged business; women-owned; minority-owned; Veteran Business

Enterprise (VBE); and Women’s Business Enterprise (WBE).

University of Maine System RFP

Rev. 08/16/2023

Page 5 of 17

This page summarizes the opportunity, including an overview and a preview of the attached documents.

bid #	due date	due time	commodity	attachments	addenda
2026-020	30-Apr-2026	11:59 pm	RFP 2026-020 Health & Welfare Benefits Consulting	RFP 2026-020 Solution Requirements RFP 2026-020 Master Agreement RFP 2026-020 Submission Form Package	RFP 2026-020 Addendum 1

RFP 2026-020 Health & Welfare Benefits Consulting

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