Basic Life, AD&D, and Long Term Disability Program Administration Services

Seeking a vendor to administer basic life, AD&D, long-term disability, and supplemental benefits programs for government employees in Hagerstown, Maryland.

Provide administration for Basic Life, AD&D, Long Term Disability, Supplemental Life, and Supplemental AD&D programs.
Maintain central claims and membership files, payment records, and provide data tracking and claims paying services.
Furnish monthly accounting statements by plan and employer.
Meet with WCPS management staff within 30 days of contract award to review the plan, communication material, and establish an implementation plan.
Furnish benefit booklets and plan summaries to employees.
Provide annual renewal underwriting analysis by December 1st each year.
Provide annual contract agreement with negotiated changes by September 1st each year.
Provide annual utilization reports.
Provide detailed annual accounting of expenditures.
Provide a single point of contact for quality control and problem resolution.
Maintain local or toll-free customer service.
Provide a systematic procedure for claim appeals.
Accept no gain or loss provision and waive actively-at-work provisions.
Transfer all data and records to a new contractor within 30 days of request upon contract termination.
Submit proposals on 8-1/2" x 11" paper.
Submit one PDF of the entire proposal, along with a redacted version.
Submit Technical and Price Proposals separately in sealed envelopes.
Submit electronic copies in the format they were sent in.
Guarantee all rates and/or fees for at least three years with a two-year option for renewal.
Quote current Basic Life and AD&D, Long Term Disability, Supplemental Life, and Supplemental AD&D plan design.
Identify pricing within the pricing workbook and indicate if the price structure changes.
Explain methods of filing and appealing a claim.
Quote alternative Life and AD&D plans if available.
Waive Actively-at-Work and Dependent Non-Confinement rules on the effective date.
Accept current eligibility guidelines.
Commit to enrollment meetings no later than May 1, 2026.
Provide claim data and premium reports, and ad hoc monthly reporting.
Provide an electronic version of summary plan descriptions.
Extend coverage to retirees under and over age 65.
Ensure dependents are eligible to the end of the calendar month, age 26.
Comply with Education Article 6-113.2 regarding positions involving direct contact with minors and conduct background checks.
Do not employ registered sex offenders or individuals convicted of certain crimes.
Conduct criminal background checks for employees with student contact.
Abide by Board Policy GBEC for a drug, alcohol, and tobacco-free workplace.
Prohibit weapon possession on school property.
Verify employment eligibility of workers to avoid illegal immigrant labor.
Maintain student and staff confidentiality.
Submit a redacted electronic copy of the proposal for Freedom of Information Act requests.
Indemnify and hold harmless the Board of Education.
Comply with all Federal, State, and local laws, ordinances, and regulations.
Register as a vendor with eMaryland Marketplace Advantage (eMMA).
Be qualified to do business in the State of Maryland and not be in arrears with payments to the State.
Provide proof of compliance to WCPS upon request.
Submit one original proposal with signed documents.
Do not alter WCPS's Price Proposal and other forms.
Provide a certificate of insurance listing the Board of Education of Washington County as an additional insured.
Maintain commercial general liability insurance with minimum limits.
Maintain business auto liability insurance with minimum limits.
Maintain workers' compensation insurance with statutory benefits and employer's liability insurance with minimum limits.
Maintain umbrella excess liability insurance with minimum limits.
Submit the certificate of insurance to the Purchasing Department within 10 days of the Award Letter.
Comply with the Ethics Policy and avoid conflicts of interest.
Retain and maintain all records for four years after final payment.
Agree that all data, reports, and documents generated for the Board remain the property of the Board.

$3,000,000 – $15,000,000

Issue Date: March 11, 2026

Deadline for Written Questions Submission: March 18, 2026 by 1:00 PM Eastern Time

Proposal Due: March 31, 2026 by 11:00 AM Eastern Time

Tentative Award Date: April 21, 2026

Award of contract: May 2026

Communications development and training implementation team: May 2026

Open enrollment begins: May 2026

Applications to Contractor(s): June 2026

Effective date of Life and Disability program: July 1, 2026

Washington County Public Schools

Organization overview and procurement intelligence available on paid plans.

The government authority in Hagerstown, Maryland is seeking a qualified vendor to provide administration services for its basic life insurance, accidental death & dismemberment (AD&D), long-term disability, supplemental life, and supplemental AD&D programs. The selected vendor will be responsible for delivering a benefits program that is both high quality and cost-effective, meeting the diverse needs of employees.

This project aims to ensure employees have access to affordable and responsive benefits while maintaining effective cost and utilization management. The contract will be awarded for a one-year period, with a focus on responsibly managing governmental funds. Vendors are required to submit any questions by March 18, 2026.

Basic Life, AD&D, and Long Term Disability Program Administration Services

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