RFP-2026-21 Voluntary Benefits, Section 125 Flexible Benefit Plan, Enrollment and Related Employee Services

Harnett County Schools (HCS) invites proposals from qualified firms licensed and authorized to provide voluntary employee benefits, Section 125 Flexible Benefit Plan administration, enrollment services, and related employee support services. HCS seeks a qualified partner capable of providing competitive benefit options, reliable administration, clear employee communication, responsive service, accurate payroll and enrollment data, and effective coordination with HCS and its existing service providers.

The anticipated initial contract term is September 1, 2026 through August 30, 2029. HCS may, at its discretion and subject to mutual agreement and applicable requirements, extend the contract for two additional period(s) of one year.

Proposers should describe their ability to provide and coordinate the services below. For each service, identify whether it is included in the base proposal, optional, provided by a subcontractor, or currently provided by an existing HCS vendor. Clearly disclose any transition, implementation, licensing, or ongoing fees.

Voluntary Insurance Benefits

• Dental insurance (Self-funded preferred)
• Vision insurance
• Cancer insurance
• Critical illness / group critical care
• Accident insurance
• Hospital indemnity / medical bridge coverage
• Short-term disability
• Long-term disability
• Whole life insurance
• Group term life insurance
• Other recommended voluntary benefits (identify and explain)

Section 125 and Flexible Spending Accounts

• Section 125 plan administration and maintenance, including plan documents and amendments as applicable.
• Health care / medical flexible spending account administration.
• Dependent care assistance program administration.
• Claims submission, adjudication, reimbursement, appeal and customer support processes.
• Debit card availability, use, replacement, substantiation, fees and IRS-compliant administration, if offered.
• Required nondiscrimination testing, tax filings, notices, reporting and recordkeeping, as applicable.
• Employer reporting, payroll deduction files, billing reconciliation and year-end close support.

Enrollment, Communication and Benefits Administration

• Open enrollment and new-hire enrollment planning and delivery, including on-site, virtual, telephone and self-service options.
• Employee benefit education, plain-language materials, decision support and enrollment confirmations.
• Online enrollment and, if proposed, a benefits administration platform; describe integration, access controls, accessibility, reporting and ongoing support.
• Coordination of election data, payroll deduction files, carrier eligibility files, terminations, changes and reconciliation with HCS systems.
• Dedicated employer account management and employee customer service.

Telemedicine / Virtual Healthcare – Current Provider: Teladoc

Proposers must explain how they would support and coordinate this existing service, including whether they can work with Teladoc without disrupting current access, eligibility, communications, enrollment or employee use. Proposers must not assume that HCS is seeking to replace Teladoc.

Employee Assistance Program (EAP) – Current Arrangement Through OneAmerica

HCS currently receives an Employee Assistance Program through its existing vendor, OneAmerica, at no cost to HCS. Proposers must describe how they would preserve and coordinate this arrangement if feasible.

Submission

Submit three signed copies and one electronic copy in pdf format via thumb drive to the contact and address listed. Proposals must be received no later than **November 13, 2026 at 3:00 pm Eastern time**. The time of receipt, not the date of mailing, will determine timeliness. Clearly label the sealed package or electronic submission: “Harnett County Schools – RFP-2026-21, Voluntary Benefits and Section 125 Flexible Benefit Plan.”

Late proposals may be rejected. Proposals may be withdrawn or replaced only by written request received before the proposal deadline. Proposals must remain valid for at least [90] calendar days after the submission deadline.

Evaluation

• Benefit design and value: 25%
• Service and account management: 20%
• Enrollment and communications: 15%
• Section 125 / FSA administration: 15%
• Fees and financial transparency: 15%
• Transition, compliance and security: 10%

HCS may conduct interviews or presentations with selected proposers and may request references or demonstrations.

Contract term

The anticipated initial contract term is September 1, 2026 through August 30, 2029, with two additional one-year extensions possible.