Request for Proposals- Benefits Portal

Background
The City of Nashua, located in southern New Hampshire, is the second largest city in the state with approximately 2,800 benefit-eligible city employees from both the city and school district. The City is seeking a long-term benefit administration platform provider to enhance employee experience and administration capabilities. The goal is to adapt to evolving employee benefit strategies and ensure seamless integration with vendors such as payroll and carriers. The current vendor, Alight SmartBen, will be replaced with a new provider selected in 2025 for implementation beginning in Q4 2025.

Work Details
The selected vendor will provide a comprehensive benefits administration platform that includes:
- Implementation and ongoing support with a dedicated Implementation Manager and Client Success Manager.
- Seamless integration capabilities with existing payroll systems and insurance carriers.
- Customizable enrollment website functionalities including custom login pages, URLs, and single sign-on (SSO) options.
- Support for various benefits including consumer accounts (FSA, HSA), COBRA administration, direct billing for retirees or employees on leave of absence, auto-enrollment into plans, and dependent verification processes.
- Reporting capabilities including standard reports available to administrators, real-time reporting updates, customized reporting options, and ACA tracking/reporting services.
- Communication materials for open enrollment events that can be customized and provided in multiple languages.

Period of Performance
The contract period will commence with implementation starting in Q4 2025, leading to a Go Live date effective February 1, 2026.

Place of Performance
The services will primarily be performed within the City of Nashua, New Hampshire.

Bidder Requirements
Vendors must comply with specific requirements including providing detailed company history, financial viability assessments, liability coverage details, client retention statistics for the past three years, descriptions of subcontracted relationships if applicable, and evidence of compliance with HIPAA regulations. Additionally, vendors must outline their implementation service philosophy and provide a scope of work document detailing client responsibilities during both implementation and ongoing service.