RFQ Employee Benefits Services

The City of Thomaston is issuing a formal RFQ to select a qualified firm capable of delivering comprehensive employee benefits services for approximately 106 full-time employees across various departments. The scope encompasses benefits strategy development, regulatory compliance (including FMLA, ADA, ACA, COBRA, HIPAA, ERISA), leave management, claims analytics, wellness and engagement programs, benefits communication, and HRIS integration. The selected firm will support the Human Resources Department by managing vendor relationships, ensuring legal adherence, providing employee education, and delivering detailed reporting and analytics. Proposals must include a cover letter, executive summary, detailed service approach, staff bios, technology capabilities, references, proof of insurance, and a statement of ability to perform all required services. The submission deadline is August 22, 2025, with the award anticipated by September 4, and services expected to commence around October 1, 2025. The contract duration remains at the discretion of the City Council, emphasizing flexibility and ongoing oversight. From a regulatory perspective, the contract emphasizes strict compliance with federal laws such as the ACA, FMLA, ADA, COBRA, HIPAA, and ERISA, without referencing specific FAR clauses or incorporating standard federal contract provisions. The RFQ specifies that all materials submitted become public records, and the City reserves rights to negotiate, reject proposals, or reissue the RFQ if necessary. Attachments required for submission include proof of insurance, references, and staff qualifications, though no specific exhibit or appendix numbering is provided. The procurement process evaluates proposals based on experience with municipal benefits programs, staff qualifications, technological competence, and the quality of the written response, without explicit scoring weights. The contract will be performance-based, with no detailed delivery schedules or fixed pricing structures, focusing instead on the provider’s ability to meet the outlined service categories and compliance standards. Overall, the RFQ seeks a strategic partner capable of modernizing and managing the City’s employee benefits landscape through a comprehensive, compliant, and data-driven approach.