Project Information

Bid Title

RFP - Health, Dental, Vision, Employee Assistance Program Insurance

Issuing Agency

Shenandoah County

Location

Virginia

Published Date

Jan 28, 2026

Closing Date

Feb 18, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 2026-001

Original Source

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Bid Documents

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Project Description

Bid Number:	RFP 2026-001
Bid Title:	RFP - Health, Dental, Vision, Employee Assistance Program Insurance
Category:	Requests for Proposals (RFP)
Status:	Open

Description: Notice is hereby given that the County of Shenandoah (County) invites written proposals from qualified offerors to provide Health, Dental, Vision, and Employee Assistance Program (EAP) Insurance Services. Sealed proposals will be received in the Office of the County Administrator, Attention: Deputy County Administrator, 600 North Main Street, Suite 102, Woodstock, Virginia 22664 until 12:00 p.m. (noon) on Wednesday, February 18, 2026. Proposals shall be clearly marked “Health, Dental, Vision, and Employee Assistance Program Insurance”. The proposal shall be signed by an authorized offeror or representative and made in accordance with the Request for Proposal. To receive a complete Request for Proposal, contact 540.459.6165 or visit the County’s website at www.shenandoahcountyva.us and view “Requests for Proposals” under the “Businesses” heading. Shenandoah County reserves the right to reject any and all proposals and to waive informalities or irregularities when deemed to be in the best interest of the County. The County of Shenandoah does not discriminate against a bidder or offeror on the basis of race, religion, color, sex, national origin, age, disability, faith-based organization or any other basis prohibited by state or federal law relating to discrimination in employment. Proposals must be made in accordance with the Request for Proposals, which is available for inspection at the County offices and made a part of this notice as though fully set forth herein. Publication Date/Time: 1/21/2026 12:00 AM Closing Date/Time: 2/18/2026 12:00 PM Addendum Date/Time: 2/6/2026 Related Documents: Shenandoah County_Health Dental Vision EAP Insurance Program_RFP-2026-001 (PDF) Addendum No. 1 to RFP 2026-001 (PDF)

Attachment Preview

SHENANDOAH COUNTY GOVERNMENT

REQUEST FOR PROPOSALS (RFP)

RFP 2026-001

HEALTH, DENTAL, VISION, and EMPLOYEE ASSISTANCE PROGRAM

RFP Issue Date:

Proposals Due:

January 21, 2026

Noon on February 18, 2026

TABLE OF CONTENTS

Page

General Information

3

Sections I - Procedural Requirements

1.1 Purpose

4

1.2 Scope of Services

4

1.3 RFP Response

5

1.4 Proposal Preparation

6

1.5 Specific Proposal Requirements

6

1.6 Evaluation Criteria

7

1.7 Evaluation Factors and Award

8

1.8 Proposal Acceptance Period

8

1.9 Identification of Proposal Envelope

8

Section II - General Terms and Conditions

2.1 Purchasing and Contracting Policy

9

2.2 Applicable Law and Venue

9

2.3 Anti-Discrimination

9

2.4 Ethics in Public Contracting

9

2.5 Immigration Reform and Control Act of 1986

10

2.6 Mandatory Use of County Forms, Terms, Conditions

10

2.7 Clarification of Terms

10

2.8 Authorization to Transact Business in Virginia

10

2.9 Contract Term

10

2.10 Payment Terms

10

2.11 Termination

10

2.12 Qualification of Offerors

11

2.13 No Assignment or Subcontractors

11

2.14 Drug Free Workplace

11

2.15 Availability of Funds

11

2.16 Contractual Claims

12

2.17 Entire Agreement

12

2.18 Severability

12

2.19 Construction

12

Section III – Health Plan Specifications

3.1 Benefits

12

3.2 Insurer

13

3.3 Funding

13

3.4 Eligibility

13

3.5 Waiting Period

13

3.6 Employer Contribution

13

3.7 Participation

13

Section IV – Price Quotation

13

Section V – Reference Questionnaire

14

5.1 Organization Capabilities

14

5.2 Network Management

15

5.3 Utilization and Medical Management

17

5.4 Other

17

Data Sheet

18

Sample Contract

19

Section VII

EXHIBITS AND ATTACHMENTS

20

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GENERAL INFORMATION

Issue Date:

January 21, 2026

Project:

Health, Dental, Vision, and Employee Assistance Program

Issuing Entity:

Shenandoah County, Virginia

Department of Human Resources

600 N. Main Street, Suite 102

Woodstock, VA 22664

mbelyea@shenandoahcountyva.us

Shenandoah County, Virginia (the “County”), will receive sealed proposals until 12:00 Noon on

February 18, 2026, for furnishing insurance coverage to employees, dependents, and eligible

retirees of Shenandoah County (collectively, the “County Insureds”).

PROPOSALS MUST BE MAILED OR HAND DELIVERED TO THE ADDRESS SHOWN

ABOVE. IN ADDITION TO THE ORIGINAL AND HARD COPIES REQUIRED, AN

OPTIONAL DIGITAL COPY MAY BE SUBMITTED TO THE EMAIL ADDRESS SHOWN

ABOVE.

PLEASE NOTE that the County has retained McGriff Insurance Services (“McGriff”) to provide

consultation with respect to this Request for Proposal (“RFP”). The County does not intend to

consider proposals provided through other consultants or agents.

ORAL PRESENTATION OF PROPOSAL: Offerors who submit a proposal in response to this

RFP may be required to give an oral presentation of their proposal. If the County determines that

presentations are necessary, the County will schedule the time and location of the presentations.

All proposals should be complete because presentations may not be conducted.

The County has the option of requesting Offeror and Offeror’s underwriters’ attendance at a

future meeting to discuss your benefit design and the credits and debits associated with each

benefit change. If underwriters are not available to meet, then one representative of your

insurance company is requested to be in attendance if you are asked to present your program.

CALENDAR OF EVENTS

The following is our Calendar of Events for this RFP:

January 21st, 2026

Release RFP and Required Data to Insurance Carriers

January 30th, 2026

Deadline for Submitting Questions

February 6th, 2026

Issuance of RFP Addenda (if needed)

Noon, February 18th, 2026

Proposal Due Date

February 19th – March 18th, 2026 Review Proposals, Conduct Interviews (if needed), Make

an Award

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April 1st

April 17th, 2026

April 20th - May 8th, 2026

July 1st, 2026

Employee Benefit Meetings/Communications, as needed

Benefits Fair

Open Enrollment

Programs Begin

SECTION I

PROCEDURAL REQUIREMENTS

1.1 PURPOSE:

The purpose of this RFP is to solicit proposals from qualified firms to establish a contract through

competitive negotiation for a Group Health, Dental, Vision, and Employee Assistance Program.

The County’s objective is to provide a quality, affordable insurance program responsive to the

needs of the County Insureds.

Offerors are not limited to the plan designs specified in the RFP. It is the desire of the County to

solicit all available programs in the County’s service area.

1.2 SCOPE OF SERVICES:

Offeror shall provide necessary insurance coverage for quality care to all eligible County

Insureds.

Offeror shall provide system personnel and services necessary for efficient administration of the

program. This shall include but not limited to:

• Maintaining membership files for all County Insureds.

• Maintaining central claims processing and customer service capabilities.

• Ability to accept claims from and reimbursements directly to providers of service.

• Providing explanations of benefits paid to insureds and accurately reporting current

status of deductibles, co-payments, and out-of-pocket limits.

• Preparing communication materials to explain the plan to County Insureds.

Communication materials will be reviewed and approved by the County prior to

distribution to County Insureds.

• Assisting in the implementation of the plan including conducting informational and

enrollment meetings as needed.

• Providing each County Insured a summary plan description outlining and identifying

covered services, exclusions, and claims filing procedures and continuation

coverages. The summary plan description must meet all applicable state and federal

laws.

• Providing all enrolled County Insureds with an identification card in a timely fashion.

• Providing plan summaries and communication materials to all County Insureds as

well as communicating benefit options during open enrollment periods.

• Providing annual renewal proposal no later than 160 calendar days prior to the annual

contract effective date.

• Providing legal, actuarial, and other services as required assuring the necessary and

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appropriate administration of the programs.

• Providing local and toll-free customer service phone and email access.

• Providing an account representative responsible for the overall performance of the

program including program administration and problem resolution. The account

representative will visit the physical location of the County on a frequency as

determined by the County. The selected account representative should have access to

claims and billing systems for purposes of problem resolution and will respond to

County and/or Broker within 24-48 hours with resolution.

Offeror shall provide a no loss/no gain provision to all participants as of the contract date.

Offeror will certify that the plan meets all regulatory and plan requirements as mandated by the

federal Patient Protection and Affordable Care Act. Any actively-at-work requirement is to be

waived as well as pre-existing condition waiting periods for all County Insureds. In addition,

deductible and out-of-pocket expenses already met are to be applied to the deductible and out-of-

pocket expenses of the new health care program if applicable.

Offeror shall provide cost containment services including but not limited to hospital pre-

certification, utilization review, large claims case management and review of high-cost

outpatient services.

Offeror will provide financial assistance in an effort to administer the required ACA Employer

Reporting through their preferred vendor. Monthly fees are currently paid directly by Anthem.

The financial assistance shall be an amount negotiated between the parties.

Offeror must agree that at termination of the contract all required data and records necessary to

administer the health, dental and vision programs shall be transferred to the County’s new

provider within 30 calendar days of receiving a notice of termination.

Offeror must include the TOTAL ANNUAL COSTS for each alternative offered. This means

that Offeror will include in the proposal a total annual cost for EACH rate classification

calculated as follows:

Classification (Employee, Employee Plus One and Employee Plus Family)

Number of Employees in Each Classification

Multiplied by the 12 Month Rate

Multiplied by 12 Months

The County is currently fully insured with Anthem for Group Health, Dental, Vision, and

Employee Assistance insurance plans. The County currently utilizes McGriff for all Cobra

administration services. The County will entertain self-insured medical proposals in addition to

the current fully insured program.

Each proposal should include the following benefit options and rates for consideration to

compare with the current Anthem benefits program and any other group health insurance

programs submitted for consideration.

1. A comprehensive program that parallels our current Anthem benefit package;

2. Stand-alone dental and vision options that mirror the current benefits under Anthem

BOTH on a voluntary and contributory basis;

3. A dental option to remove preventive services from annual maximum accumulation;

4. Medical, dental, vision, and employee assistance program are currently tied elections;

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Commodity Codes

• NAICS 524210Insurance Agencies and Brokerages
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541612Human Resources Consulting Services

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