Agent of Record Services

Government authority in San Antonio, Texas seeks a provider for agent of record services covering benefits administration, enrollment support, and compliance.

Workmanship and materials must be guaranteed for a minimum of one year.
Invoices must include a District issued Purchase Order number and be emailed to [email protected].
The proposal is a firm offer, irrevocable and open for acceptance for 120 calendar days.
Proposers may request an informal Vendor Debriefing by emailing [email protected], including the solicitation ID.
Protests must be in writing and filed with the Purchasing Manager within ten working days after the bid/proposal opening or contract award date.
Formal grievances will follow Harlandale ISD Board Adopted Policies and Procedures.
The proposal and any eventual award may not be assigned or transferred to a third party.
Proposer must comply with all policies and regulations of the Harlandale Independent School District.
Contractor must indemnify, defend, and hold harmless the Harlandale Independent School District from claims, lawsuits, losses, costs, or damages.
Legal venue for any litigation arising from the contract shall be in the State District Courts of Bexar County, Texas, and governed by Texas law; arbitration of disputes is not permitted.
Proposer must affirm that it does not currently owe delinquent property taxes to Harlandale ISD.
Contractor must affirm it does not boycott Israel (if contract is valued at $100,000 or more and Contractor has at least ten full-time employees).
Contractor must certify it is not ineligible to receive payment due to child support obligations.
Contractor must give advance written notice if an owner or employee has been convicted of a felony (not applicable to publicly-held corporations).
Contractor must affirm it does not boycott energy companies (if contract is valued at $100,000 or more and Contractor has at least ten full-time employees).
Contractor must affirm it does not discriminate against firearm entities or trade associations (if contract is valued at $100,000 or more and Contractor has at least ten full-time employees).
Contractor must certify it does not engage in business with Iran, Sudan, or any foreign terrorist organization.
Contractor is prohibited from contracting with any abortion provider or an affiliate that derives value from state or local tax revenue.
Contractor must operate as an independent contractor.
Contractor must provide and maintain Professional Liability insurance ($1,000,000 per occurrence, $2,000,000 in the aggregate).
Contractor must provide and maintain General Liability insurance ($1,000,000 each occurrence, $1,000,000 general aggregate, $1,000,000 each person for personal injury).
Contractor must provide and maintain Umbrella Coverage of $2,000,000.
Contractor must provide current certificates of insurance within five days of the School District's request, naming the School District, its Officers and Employees as an insured party, including a waiver of subrogation, and issued by a company with a Financial Strength Rating of 'A' or better from A.M. Best Century, Inc. with a Financial Size Category Class of 'VII' or better.
Proposals must be uploaded to the Bonfire Portal and finalized prior to the closing time; emailed or faxed submissions will be rejected.
Any required addendum acknowledgement form must be submitted with the proposal response.
No services or product delivery will commence without a purchase order signed by an authorized representative of the Department of Purchasing.
All products must be packaged in new, appropriately designed, and sturdy containers; palletized products must be delivered on standard 48-inch four-way pallets.
All freight, delivery, and handling charges are the responsibility of the vendor; prices must be quoted freight prepaid, F.O.B. destination.
Deliveries must be made between 7:00 AM and 3:00 PM, Monday through Friday, to Harlandale Independent School District Central Receiving/Warehouse, 12115 SE Loop 410, San Antonio, TX 78221.
Vendors/visitors on any district site are subject to a Sexual Predator check through the Visitor Management System.
The District is tax exempt; sales tax must not be included in proposals or invoices.
Contract award is dependent on the availability of funds; the District may terminate for non-appropriation or for convenience.
Upon Notice of Award, a Certificate of Interested Parties (HB 1295 Form) will be required.
Proposer must indicate if any form or document is privileged information by clearly labeling it 'CONFIDENTIAL'.
Proposal must include a statement of qualifications, experience, and certifications, clearly stating the firm's name and the proposer's representative's name, email, address, and telephone number.
Proposal must address each requirement in the Scope of Services/Statement of Work and/or Specifications, including fully executed and signed Mandatory Forms and Addendum.
Proposer must affirm that its company, corporation, firm, partnership, or individual has not prepared the proposal in collusion with any other bidder.
Contractor must comply with criminal history record information requirements for employees with continuing duties related to contracted services and direct contact with students.
Contractor must certify it is not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in federal transactions.
Contractor must complete the Deviation/Compliance Form.
Contractor must complete the In-State Certifying Statement.
Contractor must complete the Veteran Heroes United In Business (VetHUB) Certifying Statement.
Contractor must complete the Texas Government Code Chapter 2270 Verification Form.
Contractor must complete the SB 252 Verification Form.
Contractor must complete the Firm and Personnel Conduct Status Form, certifying good standing and no disciplinary action.
Contractor must complete the Errors and Omissions Status Form, listing claims or certifying none.
Contractor must complete the Past Litigation & Sanctions Disclosure Statement.
Contractor must comply with EDGAR Certifications for federal funds, including provisions for administrative, contractual, or legal remedies for breaches, termination for cause and convenience, rights to inventions, Clean Air Act, Federal Water Pollution Control Act, Debarment and Suspension, Byrd Anti-Lobbying Amendment, Procurement of Recovered Materials, Record Retention Requirements, and Energy Policy and Conservation Act.
Contractor must comply with the Contract Work Hours & Safety Standards Act.
Contractor must comply with the Equal Employment Statement.
Contractor must comply with Buy America Provisions.
Contractor must allow the District's Inspector General or authorized representatives access to books, documents, papers, and records.
Contractor must ensure all subcontracts are bound by the foregoing terms and conditions.
Contractor must comply with all applicable federal, state, and local laws, rules, regulations, and ordinances.
Provide Agent of Record Services, including enrollment platform & maintenance, open enrollment assistance, Section 125 Administration, FSA/HSA Administration, COBRA administration, marketing/enrollment services, compare/obtain ancillary benefit offerings, ACA compliance/vendor partners, and other related services.

$300,000 – $750,000

Issue Request for Proposal (RFP): March 25th, 2026

Vendor Q&A Deadline: April 8th, 2026, 9:00 AM (CT)

Addendum: April 10th, 2026

Closing Date: April 16th, 2026, 1:00 PM (CT)

Award: Next available Board of Trustees Meeting

Harlandale Independent School District

Organization overview and procurement intelligence available on paid plans.

The government authority in San Antonio, Texas is seeking proposals from qualified vendors to provide comprehensive agent of record services. The selected firm will be responsible for delivering and maintaining an enrollment platform, assisting with open enrollment, and managing Section 125 as well as FSA/HSA administration.

Additional required services include COBRA administration, marketing and enrollment services, and comparing and procuring ancillary benefit offerings. The vendor will also be expected to ensure ACA compliance and coordinate with relevant vendor partners, as well as provide other related services as required by the district.

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