Employee Dental Benefits Administration Service

Seeking a provider for comprehensive employee dental benefits administration for over 5,000 eligible staff, including implementation and ongoing support for Raleigh, North Carolina.

Provide administrative services for self-funded employee dental benefits plans.
Manage self-funded employee dental benefits plans.
Propose solutions and pricing based on County demographics.
Provide all implementation, transition, and open enrollment services.
Ensure project management, system configuration, testing, data conversion, plan setup, communications, training, and enrollment processing.
Execute a final or interim agreement with data security provisions before implementation.
Assume prime contractor responsibility for all services, technology platforms, and third-party resources.
Disclose all subcontractors and third-party vendors, including their scope of work and costs.
Submit proposals through the WC Bonfire Portal.
Organize proposals into specified major sections with tabs.
Include an executive summary identifying the proposed project team, responsibilities, services, and primary engagement contact.
Outline a recommended approach, critical tasks, and timeline for achieving County objectives.
Provide at least three current and three former client references, with at least one public sector employer.
Submit an estimate of costs.
Offer benefits at rates and terms no less favorable than those offered to similarly situated governmental entities in North Carolina.
Certify compliance and provide supporting documentation upon request.
Respond to the dental questionnaire (Attachment 4.2).
Demonstrate ability to match current dental plan designs.
Provide a robust provider network with discounts.
Ensure efficient claims processing.
Offer strong customer service capabilities.
Provide comprehensive reporting capabilities.
Offer rate and performance guarantees.
Meet the County's general and specific contracting requirements.
Provide plan documents, certificates, booklets, and other employee literature.
Detail pre-implementation and post-implementation strategies.
Receive and update initial eligibility data.
Administer prior administrator's run-out claims.
Prepare, submit for approval, and print employee identification cards.
Print claim forms for out-of-network plans.
Review all plans, draft plan abstracts, and confirm plan provisions.
Demonstrate a tested benefit file for all plan designs.
Provide assistance during the transition period, including participation at employee meetings.
Ensure the proposal is signed by an authorized officer in the legal name of the organization.
Include North Carolina registration/identification number or an explanation for exemption.
Execute the County's Business Associate Agreement.
Comply with E-Verify requirements.
Comply with the Iran Divestment Act.
Comply with Federal Uniform Guidance if federal funds are used.
Adhere to Anti-Discrimination provisions.
Maintain specified insurance coverages: Workers' Compensation, Commercial General Liability, Commercial Automobile Liability, Professional Liability, Employee Fidelity/Crime, and Cyber Liability.
Maintain a retroactive date for claims-made coverage and ensure insurance companies are authorized in NC with an AM Best rating of "A-/VII" or better.
Provide 30-day notice of insurance policy cancellation or non-renewal.
Comply with all applicable state and federal laws regarding confidentiality, privacy, and data security.
Implement safeguards for confidential information and execute a Non-Disclosure and Confidentiality Agreement.
Perform periodic data security assessments (at least annually).
Permit County audits of data security policies and operations.
Promptly notify the County of security breaches and cover notification costs.
Maintain a business contingency plan.
Store, process, and maintain all County data within the continental United States.
Acknowledge County ownership of its data and provide data copies upon termination.
Erase, destroy, and render unrecoverable all County data within 60 days post-agreement termination.
Comply with all privacy laws.
Do not use artificial intelligence for eligibility, coverage, benefit denials, or claim adjudications without prior written consent.
Agree to a three-year term with no increase in administrative fees.
Integrate with the Benefit Administration System - DayForce.
Provide an overview of dedicated customer service staff.
Issue physical insurance ID cards upon request.
Adhere to performance and trend guarantees.
Describe banking arrangements and claim funding processes.
Detail billing structure, frequency, and adjustment handling.
Explain eligibility verification, data submission, and update processes.
Provide technical requirements for eligibility and enrollment file feeds.
Complete the provider disruption file and GeoAccess Analysis.
Describe dental provider networks and member tools.
Explain out-of-network claims processing and balance billing.
Provide a sample implementation work plan and organizational chart.
Outline information needed from the current carrier or employer for implementation.
Provide a list of standard and additional charge reports.
Agree to a $15,000 implementation credit.

$918,000 – $2,754,000

February 26th, 2026: Distribution of Request for Proposal

March 6th, 2026: General Clarifications and Questions Due at 5PM ET in the WC Bonfire Portal

March 13th, 2026: Addenda Issued (Response to Questions)

March 25th, 2026: Proposals due at 2pm ET in the WC Bonfire Portal

April 2026: Finalist Interviews

May 2026: Selection and Notification of Vendors

June/July 2026: Approval by Board of Commissioners

July 2026: Implementation Agreement Discussion

August 2026: Implementation Begins

October 2026: Open Enrollment

January 1st, 2027: Contract(s) Commences

Wake County, North Carolina

Organization overview and procurement intelligence available on paid plans.

The government authority in Raleigh, North Carolina is seeking a vendor to provide employee dental benefits administration services for approximately 5,100 eligible employees. All active, benefits-eligible employees will be offered this dental benefit.

Vendors must detail the anticipated role of the County throughout each stage of service delivery including implementation, employee education, communication, and ongoing administration. The scope of work includes providing all services necessary for implementation, transition, and open enrollment to ensure uninterrupted coverage effective January 1. This encompasses project management, system configuration, testing, data conversion, plan setup, communications, training, and enrollment processing.

The contract period will be for one year.

Employee Dental Benefits Administration Service

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