RFP 06092026LB MSCS Voluntary Worksite Benefits

May 18, 2026
SHELBY COUNTY BOARD OF EDUCATION
PROCUREMENT SERVICES
160 South Hollywood Street, Room 126 |Memphis, Tennessee 38112-4892 |Phone (901) 416-5376
(All proposals must be mailed or delivered to the above address AND uploaded to:
https://ivyengage.couchdrop.io/inbox/4343b868-3987-4a06-abe7-26aab42ba8a2.
Please see page 7 for complete submission details.
REQUEST FOR PROPOSAL
(NOT AN ORDER)
Please submit proposals on the item(s) listed below. The right is reserved to reject any or all Proposals. If substitutions are offered, give full
particulars. The Proposal must be submitted no later than June 9, 2026 @ 1:00 PM, CST.
The Shelby County Board of Education reserves the right to accept or reject any or all Proposals, or any part thereof, and to waive any minor
informalities and/or technicalities that are deemed to be in the best interest of the Shelby County Board of Education.
REQUEST FOR PROPOSAL
MSCS Voluntary Worksite Benefits
For the purposes of this document, SCBE shall mean The Shelby County Board of Education and MSCS shall mean
Memphis -Shelby County Schools. The term District shall mean the Memphis Shelby County School District.
Proposals MUST be received by Memphis-Shelby County Schools ("MSCS" or "District") by the due date and time set
forth above.
During the solicitation process Vendors are not permitted to contact individual members of the Board of SCBE or the
project owner(s) regarding the posted solicitation. Failure to adhere to this requirement shall subject the respondent to
immediate disqualification.
Questions or requests for clarification of technical issues and terms pertaining to this RFP must be submitted in writing
via email to BRAXTONL@SCSK12.ORG and received no later than May 25, 2026 by 10:00 AM/CST.
ISSUED BY: LaQueeya Braxton, Director RFP #060926LB
Proposals are submitted with a declaration that no Shelby County Board of Education Member or employee has a financial or beneficial interest in this transaction.
_______________________________________________________________________________________________________________________________________
NAME OF FIRM PHONE FAX#
__________________________________________________ __________________________________________________________
ADDRESS CITY STATE ZIP CODE
___________________________________________________ _________________________________________________________
E-MAIL ADDRESS AUTHORIZED REPRESENTATIVE NAME
_______ CHECK HERE IF YOUR COMPANY QUALIFIES AS A SMALL BUSINESS ENTERPRISE
___ CHECK HERE IF YOUR COMPANY QUALIFIES AS A LOCAL VENDOR
PLEASE NOTE: Per the Memphis-Shelby County Schools Local Preference Purchasing Board Policy 2011, local preference purchasing means giving preference to
businesses located within Shelby County, Tennessee where local vendors must have a physical address located within the limits of Shelby County for at least
six (6) months prior to the bid or proposal opening date. A Post Office Box is not acceptable.
ATTACHED A COPY OF A VALID SHELBY COUNTY BUSINESS LICENSE
"Shelby County Board of Education does not discriminate in its Programs or employment on the basis of race, color, religion, national origin, handicap/disability, sex or age."
1

TABLE OF CONTENTS
PART I: SCOPE OF WORK.........................................................................................................3
1.0 BACKGROUND ............................................................................................................................................ 3
2.0 SCOPE OF SERVICES .................................................................................................................................. 3
3.0 NON-EXCLUSIVE ........................................................................................................................................ 3
4.0 NOTICE OF INTENT TO AWARD.....................................................................................3
PART II: GENERAL TERMS AND CONDITION..............................................................................4
1.0 STATEMENT OF CONFIDENTIALITY ...................................................................................................... 4
2.0 TERMS OF AGREEMENT ........................................................................................................................... 4
3.0 PRE-PROPOSAL MEETING ........................................................................................................................ 4
4.0 QUESTIONS AND INQUIRIES ................................................................................................................... 4
5.0 POINT OF CONTACT TECHNICAL CONTACT .................................................................................... 4
6.0 CONTRACT TYPE ........................................................................................................................................ 5
7.0 PAYMENT TERMS....................................................................................................................................... 5
8.0 RFP REVISIONS ........................................................................................................................................... 5
9.0 SUBMISSION DEADLINE ........................................................................................................................... 5
10.0 DURATION OF OFFER ................................................................................................................................ 5
11.0 INSURANCE ................................................................................................................................................. 5
12.0 LIQUIDATED DAMAGES ........................................................................................................................... 6
13.0 COMPLIANCE WITH LAWS..........................................................................................6
14.0 LEGAL COMPLIANCE..................................................................................................6
PART III: PROPOSAL FORMAT .................................................................................................7
1.0 GENERAL FORMAT .................................................................................................................................... 7
2.0 PROPOSAL FORMAT .................................................................................................................................. 7
PART IV: EVALUATION AND SELECTION PROCEDURE.............................................................. 11
1.0 EVALUATION COMMITTEE .................................................................................................................... 11
2.0 EVALUATION PROCESS .......................................................................................................................... 11
3.0 EVALUATION CRITERIA ......................................................................................................................... 11
PART V: SCOPE OF SERVICES (DETAILS)..................................................................................13
PART VI: APPENDICES
1. Special Terms & Conditions for RFP (Appendix A)
2. Addenda Acknowledgement Form (Appendix B)
3. References (Appendix C)
4. Non-Collusion Certificate (Notarized) (Appendix D)
5. Debarment Affidavit (Notarized) (Appendix E)
6. Anti-Bribery Affidavit (Notarized) (Appendix F)
7. Certificate of Insurance Coverage (Appendix G)
8. MSCS Policy 2011 Local Preference Purchasing (Appendix H)
9. Non-Boycott of Israel Certification (Appendix I)
10. Iran Divestment Act Certification (Appendix J)
11. Certificate Regarding Lobbying (Appendix K)
12. Conflict of Interest Disclosure Form (Appendix L)
13. E-Verify Compliance Certification (Appendix M)
14. Exceptions & Deviations Form (Appendix N)
15. Data Security & HIPPA Compliance Attestation (Appendix O)
16. Subcontractor Disclosure Form (Appendix P)
2

PART I: SCOPE OF WORK
1.0 BACKGROUND
Shelby County Board of Education (SCBE) is the legal name of the Memphis-Shelby County Schools
(MSCS) district. MSCS is Tennessee's largest public school district and is among the 25 largest public-
school districts in the United States. MSCS serves more than 106,000 students in more than 200 schools. We
employ more than 6,200 teachers and 6,000 support personnel to serve our unique student population
while offering programming and services to meet the needs of all our students.
Memphis-Shelby County Schools has created a data-driven culture that serves as the backdrop for strategic
decision-making and informed solution-based decisions. The information gleaned from data, research-based
strategies, and performance outcomes provides our district with amazing opportunities to offer high-quality
educational options to every student.
The MSCS mission is to prepare all students for success in learning, leadership, and life through three strategic
initiatives. The initiatives are:
1. Strengthen Early Literacy (K-2) and Continuing Literacy (3-12)
2. Recruit, Retain, Immerse, and Entrench
3. Relevant, Rigorous, and Equitable Academics
2.0 SCOPE OF SERVICES
SCBE requests proposals for: MSCS Voluntary Benefit products. This solicitation is directed exclusively to
licensed insurance carriers. MSCS is open to receiving proposals on a bundled basis (all products from one
carrier) or an unbundled basis (individual products from carriers with specialized product lines). Carriers
should clearly indication in their transmittal letter whether they are proposing on a bundled or unbundled
basis and which specific product lines are included in their proposal. All proposed products must be
underwritten and issued directly by the responding carrier - proposals featuring products underwritten by a
third-party carrier will not be accepted. Proposals that do not meet or exceed all requirements will be
considered non-responsive.
3.0 NON-EXCLUSIVE
The contract resulting from this RFP and the response provided by the vendor shall be non-exclusive. MSCS
reserves the right to engage multiple vendors for different product lines and to add additional voluntary benefit
programs over the contract term without obligation to existing vendors.
4.0 NOTICE OF INTENT TO AWARD
A Notice of Intent to Award is written notification that a vendor has been selected for a contract award. This
Notice is not a guarantee of award. The governing Board of SCBE reserves the right to reject or accept the
recommendation submitted by MSCS Procurement as a result of this RFP. If the Board accepts and approves the
recommendation, an agreement will be submitted to the successful vendor. While this contract is open for minor
negotiations, the form of said contract will set forth the basic and fundamental terms and conditions that govern.
If the Board rejects the recommendation, MSCS shall rescind the Notice of Intent to Award.
3

PART II: GENERAL TERMS AND CONDITIONS
1.0 STATEMENT OF CONFIDENTIALITY
All MSCS information provided pursuant to this RFP, including but not limited to employee census data, claims
experience, and plan design information, is confidential and proprietary. The selected vendor agrees not to
disclose or knowingly use any such confidential or proprietary information for any purpose other than responding
to or performing under this RFP. All respondents must execute the NDA prior to receiving any MSCS data.
2.0 TERMS OF AGREEMENT
The anticipated term of the contract is for three (3) years, commencing January 1, 2027. Upon satisfactory service
and by mutual agreement, MSCS reserves the right to renew the contract for two (2) additional terms of one (1)
year each, subject to satisfactory carrier performance against the KPIs defined in Part X. Either party may decline
renewal by providing written notice at least ninety (90) days prior to the contract anniversary date.
Rate increases at renewal must not exceed the caps specified in the carrier's rate guarantee commitment in
their proposal
3.0 PRE-PROPOSAL MEETING
No Pre-Proposal Conference is required for this proposal.
4.0 QUESTIONS AND INQUIRIES
No interpretation of the meaning of the specifications or other documents will be made to any Vendor orally.
Questions must be submitted in writing to the Point of Contact (see Part II, 5.0). To be given consideration, the
questions must be received NO LATER THAN May 25, 2026 by 10:00 a.m. CST. Questions that are deemed to
be substantive in nature will be responded to in the form of a Questions and Answers and posted on May 29, 2026
by COB on the SCBE website Memphis Shelby County Schools. Please do not submit questions in PDF format.
Questions should be submitted with the subject line: "MSCS VWB RFP - Question"
Submit questions to BRAXTONL@SCSK12.ORG and chad.holsclaw@alliant.com
RFP Schedule
RFP Post May 18, 2026
Questions Due May 25, 2026 by 10:00 AM CST
Q&A Post on Website May 29, 2026 by End of Day
RFP Due Date/Time June 9, 2026 by 1:00 PM CST
***Vendor Presentations TBD
5.0 POINT OF CONTACT BROKER OF RECORD POINT OF CONTACT
LaQueeya Braxton, Director of Procurement Chad Holsclaw
Procurement Office Alliant Insurance Services, Inc
BRAXTONL@SCSK12.ORG chad.holsclaw@alliant.com
4

6.0 CONTRACT TYPE
The contract resulting from this RFP will be a performance-based service contract tied to the scope of services,
rate structure, and KPIs defined herein. Performance against defined metrics will govern renewal eligibility.
7.0 PAYMENT TERMS
Compensation for voluntary benefit carriers will be structured through employee-paid premiums via payroll
deduction, with administrative fees as applicable. Vendors must clearly disclose all fees, commissions, and
compensation arrangements in their pricing submission. MSCS reserves the right to reduce or withhold payment in
the event the vendor does not meet deliverables within the timeframes specified in the contract.
8.0 RFP REVISIONS
Should it become necessary to revise any part of this RFP, addenda will be posted on SCBE's Procurement Office
website @ https://www.scsk12.org/procurement25/?PN=886. All addenda, amendments or changes issued shall be
deemed received by vendor. Failure of any vendor to acknowledge receipt of such addenda may result in the
proposal being deemed non-responsive
9.0 SUBMISSION DEADLINE
To be eligible for consideration, proposals must be submitted no later than June 9, 2026 @ 1:00 p.m. CST.
See page 7 for submission details.
10.0 DURATION OF OFFER
All proposals submitted in response to this RFP are irrevocable for a minimum of one hundred twenty (120) days
following the proposal due date. Vendors may not withdraw or modify their proposal during this period without
written consent from Alliant Insurance Services, Inc..
11.0 INSURANCE
All vendors must maintain the following minimum insurance coverages throughout the full term of the contract,
including all renewal periods. Certificates of Insurance must be submitted with the proposal and must name Alliant
Insurance Services, Inc. and MSCS as Additional Insureds on the Commercial General Liability policy.
Coverage Type Minimum Limit Additional Notes
Commercial General Liability $2,000,000 per occurrence / MSCS and Alliant named as
$4,000,000 aggregate Additional Insureds
Professional Liability / E&O $5,000,000 per occurrence / Must cover voluntary benefits
$5,000,000 aggregate administration
Workers' Compensation Statutory limits per applicable state Required for all vendor employees
law
Cyber Liability / Data Breach $5,000,000 per occurrence Required; covers PHI and PII
exposure
Directors & Officers Liability $1,000,000 per occurrence Required for insurance carriers
Crime / Fidelity Bond $1,000,000 per occurrence Required if vendor handles premium
funds
5

All certificates must include a thirty (30) day notice of cancellation provision. Vendor must notify MSCS and
Alliant within five (5) business days of any material change or cancellation of required coverage. Failure to maintain
required coverage is grounds for immediate contract termination.
12.0 LIQUIDATED DAMAGES
In the event the awarded respondent fails to deliver services in accordance with the terms and conditions of the
contract, SCBE reserves the right to seek alternative services on the open market. All additional expenses incurred
as a result will be deducted from amounts owed. Performance penalties as defined in the contract's KPI
framework may also be assessed.
13.0 COMPLIANCE WITH LAWS
Vendor shall comply with all applicable federal, state, and local laws, statutes, ordinances, rules, and regulations
including but not limited to: ERISA, ACA, HIPAA, HITECH, state insurance licensing requirements, state
insurance department filings and rate approvals, E-Verify requirements under Tennessee law, and all applicable
Tennessee insurance code provisions. Violation of any applicable law constitutes a breach of contract.
14.0 LEGAL COMPLIANCE
A. All carrier representatives and benefit administrators must hold valid insurance licenses in the State of
Tennessee for all products proposed. Vendor must maintain all required state filings and approvals throughout the
contract term.
B. The provisions of the contract shall be governed by the laws of the State of Tennessee. Any disputes shall be
resolved in Shelby County, Tennessee courts.
C. Vendor must comply with all applicable Tennessee employment and immigration laws. It is a mandatory
requirement that all employees of the vendor and vendor's subcontractors be screened through the Federal
Government's E-Verify system. See Appendix M for the required E-Verify Compliance Certification.
6

PART III: PROPOSAL FORMAT
1.0 GENERAL FORMAT
A. Vendors shall submit the following: Each submission should include as indicated below.
The proposal must include One (1) original (labeled), three (3) copies, and 1 (one) USB in a sealed
envelope clearly labeled as indicated in B below. An electronic version of the proposal shall also be
submitted with the original. The electronic media must be a USB and shall bear a label on the outside
containing the RFP number and name, as well as the name of the Vendor.
B. The outside of each package shall, in addition, be labeled with the following:
1. The Vendor's name and business address.
2. The due date/time for receipt of proposals.
3. The Title of the RFP and RFP number
*****Proposals submitted after the deadline will not be accepted under any circumstances.
**Proposals must be mailed or delivered to:
160 S Hollywood Street, Room 126 - Procurement Services, Memphis TN 38112
IN ADDITION, PROPOSALS MUST BE UPLOADED TO:
https://ivyengage.couchdrop.io/inbox/4343b868-3987-4a06-abe7-26aab42ba8a2
2.0 PROPOSAL FORMAT
The proposal must include a table of contents and all pages in the proposal must be numbered, consecutively from
beginning to end and separated by tabs as described below:
TAB A. TRANSMITTAL LETTER
A brief letter on vendor's official letterhead, signed by an individual authorized to contractually bind the vendor,
confirming:
1. Name, title, address, telephone, and email of the authorized signatory
2. Federal Tax Identification Number (EIN)
3. Whether the proposal is bundled (all products) or unbundled (specify which products)
4. A brief statement of the vendor's qualifications and understanding of MSCS's needs
5. Confirmation that the proposal is a firm, irrevocable offer for 120 days
6. Acknowledgement of all addenda issued
TAB B. TABLE OF CONTENTS
7

TAB C. EXPERIENCE AND CAPABILITIES
The respondent must provide:
7. A company overview: years in operation, lines of business offered, total lives covered in voluntary
benefits nationally, and number of active employer clients with 5,000+ employees
8. Demonstrated experience serving K-12 public school districts or comparable public sector employers.
Provide a list of current or recent public sector clients with 5,000+ employees, including enrollment
counts and products offered
9. An organizational chart showing the specific unit(s) responsible for performing services under this
contract and where MSCS will fall within the service hierarchy
10. Names, titles, and brief biographies of the dedicated account team who will service the MSCS
account, including primary account manager, service representative, and implementation lead
11. At least three (3) client references of comparable size and sector (see Appendix C for standardized
format). Include reference testimonials.
12. Any awards, accreditations, or industry recognitions relevant to voluntary benefit administration
TAB D. FISCAL INTEGRITY/FINANCIAL STATEMENTS
The respondent must provide:
13. AM Best Financial Strength Rating - minimum A- (Excellent) required for insurance carriers.
Proposals from carriers rated below A- will be deemed non-responsive.
14. Most recent statutory financial statements (annual statement filed with state insurance department)
15. Surplus and reserve data demonstrating financial capacity to serve a group of this size
16. 5-year rate change history by product line (see Appendix J for format)
17. Identification of any pending regulatory actions, market conduct examinations, consent orders, or
material litigation in the past five (5) years
18. Evidence of reinsurance arrangements, if applicable
TAB E. PLAN DESIGN RESPONSE
The respondent must complete the Plan Design Specifications Matrix provided in Part VI for each product line
proposed, including:
19. Proposed benefit schedules and coverage amounts for each product
20. Guaranteed Issue amounts for initial enrollment and for newly eligible employees
21. All coverage tiers available (employee only, employee + spouse, employee + child(ren), family)
22. Portability, conversion, and waiver of premium provisions
23. Pre-existing condition limitation terms for each product
24. Any non-negotiable plan provisions or exclusions that deviate from the specifications in Part VI (use
Appendix N)
8

TAB F. TECHNOLOGY & ENOLLMENT INTEGRATION RESPONSE
The respondent must provide a detailed response to the Technology Requirements in Part VIII, including:
25. EDI 834 transaction set support and file format specifications
26. API integration capability (real-time vs. batch; available connectivity documentation)
27. Standard implementation timeline for EDI/API setup
28. System uptime SLAs and disaster recovery capabilities
29. Data security certifications (SOC 2 Type II, HITRUST, or equivalent)
30. Online self-service portal capabilities for employees (claims filing, certificate access, beneficiary
management)
TAB G. IMPLEMENTATION PLAN
The respondent must provide a detailed implementation plan (see Part IX) including:
31. Proposed implementation timeline from award to go-live
32. Key milestones and dependencies
33. Proposed project team with roles and responsibilities
34. Transition plan for in-force enrollees from incumbent carrier(s)
35. Open enrollment support model for MSCS's 200+ locations
TAB H. EMPLOYEE COMMUNICATIONS MATERIALS
Carriers are required to supply passive communication and reference materials only, which MSCS will distribute
to employees through its own channels. The following must be provided:
36. Pre-enrollment communication materials in digital format (email templates, benefit summaries,
product overview flyers)
37. Digital benefit guides and plan summary documents formatted for employee self-service access
38. ADA-compliant digital materials accessible to employees with disabilities
39. Multilingual materials in Spanish at minimum; additional languages available upon request
40. A dedicated carrier microsite or landing page where employees can independently access plan
documents, FAQs, and claims information
TAB I. CLAIMS ADMINISTRATION RESPONSE
The vendor must provide a detailed response to the Claims Administration Standards in Part X, including:
41. Claims submission methods (online portal, paper, mobile app)
42. Average claim determination times for each product over the past 12 months
43. Clean claim payment rate over the past 12 months
44. Claims appeal process and timeline
45. EFT/direct deposit availability for claimants
46. Dedicated claims advocacy or concierge support
9

TAB J. REQUIRED FORMS
Special Terms & Conditions for RFP (Appendix A)
Addenda Acknowledgement Form (Appendix B)
References (Appendix C)
Non-Collusion Certificate (Notarized) (Appendix D)
Debarment Affidavit (Notarized) (Appendix E)
Anti-Bribery Affidavit (Notarized) (Appendix F)
Certificate of Insurance Coverage (Appendix G)
MSCS Policy 2011 Local Preference Purchasing (Appendix H)
Non-Boycott of Israel Certification (Appendix I)
Iran Divestment Act Certification (Appendix J)
Certificate Regarding Lobbying (Appendix K)
Conflict of Interest Disclosure Form (Appendix L)
E-Verify Compliance Certification (Appendix M)
Exceptions & Deviations Form (Appendix N)
Data Security & HIPPA Compliance Attestation (Appendix O)
Subcontractor Disclosure Form (Appendix P)
TAB K. PRICING SCHEDULE
Vendors must complete the Standardized Pricing / Rate Submission for all products proposed. The pricing
submission must include:
47. Monthly premium rates by product, coverage tier, and age band (if age-rated)
48. Employee and employer cost shares (if applicable)
49. All administrative fees, enrollment fees, and other charges
50. Rate guarantee period - minimum two (2) years required; multi-year guarantees viewed favorably
51. Conditions under which rates may change during a guarantee period
52. 5-year rate change history by product line
TAB L. EXCEPTIONS & DEVIATIONS
Any exception to or deviation from the requirements of this RFP must be documented in Appendix N.
Vendors may not take undisclosed exceptions. Proposals with undisclosed exceptions may be deemed
non-responsive
Failure to provide any of the requested information or documents in this solicitation shall render
the proposal non-responsive.
10