Ancillary Benefits Service

Florida seeks a provider for a suite of ancillary benefits services including life, disability, and dental insurance coverages.

Be licensed to conduct business in the State of Florida
Have an AM Best rating of A or better
Provide detailed descriptions of proposed plan designs, ACA compliance practices, HIPAA compliance practices, case management programs, disease management programs, pharmacy management programs, organ transplant services and coverage, wellness program including incentives, cost-containment programs, customer service hours of operation, online customer service options and funding options including share of profit features
Work closely with Gehring Group and Risk Management to provide renewal pricing projections during the budget process beginning in April of each year
Deliver the renewal as requested to meet Board approval and enrollment deadlines
Match the current schedule of benefits as closely as possible and outline any deviations
Provide a high level of service at no additional cost, including attending Open Enrollment sessions, providing printed materials, dedicated support for inquiries, ensuring legislative compliance, and maintaining provider networks
Quote all rates Net of Commission
Ensure employees are eligible if full-time, working a minimum of 30 hours per week, with coverage effective the first of the month following 30 days of employment
ER contributes 100% of Employee Only tier for Dental
ER contributes 100% of Actives Life and AD&D and 0% of Retiree Life
ER contributes 100% of Core LTD Plan
ER contributes 0% of Buy-Up LTD Plan
Submit proposals electronically via OpenGov by the specified date and time
Ensure proposals have an authorized signature and will not be withdrawn for 90 days after opening
Complete, sign, and return the Respondent Acknowledgement Form
Limit proposals to no more than 40 pages, using a #12 font minimum
Be SSAE 18 / SOC / SAS certified
Be willing to provide performance guarantees for implementation and servicing
Agree to allow retirees over and under 65 to continue coverage under the same plan at the same rate as active employees as required by Section 112.08, Florida Statutes
Provide a summary of Proposer's background, size, and years in business
Describe Proposer's experience in proposed services for other government agencies, particularly those within Florida
Provide Proposer's years of experience in the proposed services
Provide a statement on company letterhead authorizing County auditor and/or financial analysts access to financial records
Disclose any ownership interest in other entities proposed for services
Provide three references from public entity clients with a minimum of 1,000 employees for at least three years
Provide a brief description of the implementation process, including requirements and timeline
Confirm flexibility to modify standard contract language
Allow a grace period of 60 days after the due date for payment of an invoice
Provide reports regarding utilization and claims associated with the employee benefits program(s)
Be willing to provide a renewal offer at least 180 days prior to the renewal effective date
Comply with Drug-Free Workplace Certification
Complete the Conflict of Interest Disclosure Form
Comply with Federal E-Verify Compliance Certification
Comply with the Cone of Silence Policy
Complete the Indemnification and Hold Harmless form
Acknowledge receipt of all addenda
Provide Company Data
Provide System for Award Management (SAM) information
Provide a List of References
Comply with Certification Regarding Lobbying
Complete the Sworn Statement on Public Entity Crimes
Certify that the company is not on Scrutinized Companies Lists (Boycott Israel, Sudan, Iran Petroleum Energy Sector, Cuba, or Syria)
Comply with all applicable Federal and State grant-funded clauses, including but not limited to 2 CFR 25.110, 2 CFR Part 170, 180, 200, 3000, Executive Orders 12549 and 12689, 41 CFR s. 60-1(a) and (d), Consolidated Appropriations Act, 2021, Drug-Free Workplace Act of 1988, Conflict of Interest (2 CFR § 200.112), Mandatory Disclosures (31 U.S.C. §§ 3799 – 3733), Utilization of Minority and Women Firms (M/WBE), Equal Employment Opportunity, Davis-Bacon Act, Copeland Anti Kick Back Act, Contract Work Hours and Safety Standards Act, Clean Air Act and Federal Water Pollution Control Act, Debarment and Suspension, Byrd Anti-Lobbying Amendment, Rights to Inventions Made Under a Contract or Agreement, Procurement of Recovered Materials, Access to Records and Reports, Record Retention, Federal Changes, Termination for Default, Termination for Convenience, Safeguarding Personal Identifiable Information, Prohibition On Utilization Of Cost Plus A Percentage Of Cost Contracts, Energy Policy and Conservation Act, Trafficking Victims Protection Act, Domestic Preference For Procurements, Buy America, Prohibition On Certain Telecommunications And Video Surveillance Services Or Equipment, Enhanced Whistleblower Protections, Federal Funding Accountability and Transparency Act (FFATA), Federal Awardee Performance and Integrity Information System (FAPIIS), Never Contract With The Enemy, Federal Agency Seals, Logos and Flags, No Obligation by Federal Government
Complete the Anti-Human Trafficking Affidavit
Comply with Nondiscrimination Requirements (Title VI Civil Rights Act of 1964, 49 CFR part 21, Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, Fair Housing Act, Section 504 of the Rehabilitation Act of 1973, Age Discrimination Act of 1975, Airport and Airway Improvement Act of 1982, Civil Rights Restoration Act of 1987, Americans with Disabilities Act of 1990, Federal Aviation Administration's Non-discrimination statute, Executive Order 12898, Executive Order 13166, Title IX of the Education Amendments of 1972)
Comply with Federal Fair Labor Standards Act
Comply with Occupational Safety and Health Act of 1970
Be a certified and insured entity with the necessary experience
Have a qualified representative to audit and inspect the Services provided on a regular basis
Immediately inform the County via telephone and in writing of any problems that could cause damage
Require employees to perform their work in a manner befitting the type and scope of work
Procure and maintain minimum insurance coverage as set forth in Attachment “B”
Comply with the public records laws, Florida Statutes, Chapter 119
Not assign the Agreement or any part thereof without prior written consent
Not subcontract any services or work without prior written approval
Agree to pay all sales, use, or other taxes, assessments and other similar charges when due
Be responsible for payment of its own and its employees' payroll, payroll taxes, and benefits

$2,000,000 – $5,000,000

RFP Advertised & Posted on Website: March 26th, 2026

Deadline for Questions: April 9th, 2026, 3:00 PM

Answers to Question by County: April 14th, 2026, 3:00 PM

RFP Response Due Date: April 21st, 2026, 3:00 PM

Review Committee Meeting: May 6th, 2026, 10:00 AM

Oral Presentations *if needed: May 28th, 2026 TBD

Recommend Award via ITA: May 29th, 2026

Contract Negotiations: Week of June 1st, 2026

Finalize/Execute Agreement by BOCC: July 7th, 2026

Contract Start Date: October 1st, 2026

Contract End Date: September 30th, 2027

Okaloosa County

Organization overview and procurement intelligence available on paid plans.

The government authority in Florida is seeking a vendor to provide comprehensive ancillary benefits services. The scope includes the administration and management of the following lines of coverage: Dental PPO (fully insured), Basic Life and AD&D, Voluntary Life and AD&D, Long-Term Disability, Voluntary Long-Term Disability, and Voluntary Short-Term Disability (new coverage).

Interested vendors must have the ability to provide these services to eligible participants and respond to all questions by April 9, 2026. The selected provider will support the authority's benefits program by delivering high-quality insurance solutions and seamless administration.

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