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REQUEST FOR QUALIFICATIONS (RFP)

Employee Benefits Brokerage and Consulting Services

School City of East Chicago

1. OVERVIEW

The School City of East Chicago (“District”) is soliciting qualifications and proposals from experienced firms to provide comprehensive employee benefits brokerage and consulting services.

The selected firm will act as the District’s broker of record and strategic advisor for the design, placement, administration, and ongoing management of employee benefit programs, including:

• Medical (health insurance)
• Dental
• Vision
• Life and AD&D
• Disability (short- and long-term)
• Voluntary/ancillary benefits

Current District Size: Approximately 600 employees (certified and classified staff)

2. CURRENT BENEFITS STRUCTURE

The District currently offers a suite of benefits including medical, dental, vision, and ancillary products to eligible employees. Administration is coordinated through the Human Resources Department.

Vendors should assume:

• Multiple plan offerings may exist
• Union and non-union employee groups
• Employer and employee cost-sharing structures
• Compliance with applicable federal and state regulations (ACA, COBRA, HIPAA, etc.)

3. SCOPE OF SERVICES

The selected broker/consultant will provide the following services:

Benefits Consulting & Strategy

• Market analysis and benchmarking
• Plan design recommendations
• Cost containment strategies
• Renewal negotiations with carriers
• Multi-year benefits strategy development

Brokerage Services

• Marketing of all benefit lines (medical, dental, vision, ancillary)
• Carrier negotiations and placement
• Recommendation of best-fit carriers and plan options
• Transparent disclosure of commissions and fees

Benefits Administration Support

• Assistance with enrollment processes (open enrollment and new hires)
• Benefits communication materials and employee education
• Eligibility and plan interpretation support
• Coordination with third-party administrators and carriers

Compliance & Regulatory Support

• Affordable Care Act (ACA) reporting and guidance
• COBRA administration coordination
• HIPAA compliance support
• Section 125 plan compliance (currently managed by American Fidelity)
• Legislative updates and impact analysis

Data Analytics & Reporting

• Claims analysis and utilization reporting
• Trend identification and forecasting
• Custom reporting for leadership and board presentations

Technology & Tools

• Benefits administration system (if applicable)
• Employee self-service tools
• Decision-support tools for employees
• Integration with payroll/HR systems (if applicable)

4. PROPOSAL REQUIREMENTS

A. Company Profile

• Firm overview and history
• Experience with K–12 public school districts
• Credentials and certifications
• References (preferably school districts of similar size)

B. Service Approach

• Description of service model
• Account management structure
• Renewal and marketing strategy
• Communication and employee engagement approach
• Technology platforms offered

C. Compensation Proposal

Vendors must clearly disclose all compensation, including:

• Commission structure (by line of coverage)
• Fee-based alternatives (if applicable)
• Any additional administrative or consulting fees
• Bonus or incentive arrangements with carriers (if any)

Provide cost estimates under:

• Commission-based model
• Fee-based model (if available)

5. TRANSITION PLAN REQUIREMENTS

Vendors must outline a detailed transition plan including:

• Broker-of-record transition process
• Timeline for implementation
• Communication strategy for employees
• Coordination with current carriers and vendors
• Open enrollment planning and execution
• Risk mitigation and continuity of coverage

6. EVALUATION CRITERIA

Proposals will be evaluated based on:

• Experience – Demonstrated success with K–12 clients
• Cost Transparency – Clarity and competitiveness of compensation structure
• Strategic Value – Ability to manage and reduce long-term benefit costs
• Service Model – Responsiveness and support structure
• Technology – Tools available for administration and employee engagement
• References – Quality and relevance of client feedback

7. PROJECT TIMELINE

Milestone Date

RFQ Issued May 11, 2026

Questions Due June 30, 2026

Responses Due June 30, 2026

8. SUBMISSION INSTRUCTIONS

Submit proposals to:

School City of East Chicago

Joe Guardiola

Human Resources Coordinator

jguardiola@ecps.org

(219) 391-4100 ext. 12013

9. ADDITIONAL CONSIDERATIONS

• Compliance with Indiana procurement laws is required
• The District reserves the right to reject any or all proposals
• Final contract terms are subject to negotiation
• Vendors must disclose any conflicts of interest
• Preference may be given to firms with public sector experience