EMPLOYEE BENEFITS INSURANCE BROKERAGE & CONSULTING SERVICES PROJECT NO 26-033

ADVERTISEMENT FOR REQUEST FOR PROPOSAL

METROPOLITAN NASHVILLE AIRPORT AUTHORITY

NASHVILLE, TENNESSEE

EMPLOYEE BENEFITS INSURANCE BROKERAGE & CONSULTING SERVICES  

PROJECT NO 26-033

ELECTRONIC PROPOSALS for furnishing all materials, labor, tools and appurtenances for completion of this project shall be received by the Metropolitan Nashville Airport Authority, (MNAA) Nashville, Tennessee, until and not later than 2:00 P.M. CST (local time) on Monday, June 08, 2026 Proposers wishing to submit a non-electronic proposal may do so only after receiving written authorization from MNAA.  Written authorization to submit a non-electronic proposal may be requested by emailing purchasing@flynashville.com at least five (5) days prior to the date proposals are due.  Proposers submitting a non-electronic proposal must submit a copy of the written authorization with their proposal package.

1. SCOPE OF SERVICES

Scope Description:

The MNAA is looking for an employee benefits insurance and brokerage consulting firm with an Insurance Brokerage License in the State of TN to provide a range of services for its self and fully insured benefit program. The benefit plans include, but are not limited to medical, dental, vision, voluntary benefits, short- and long-term disability, life insurance, flexible spending accounts, employee assistance program (EAP), and Cobra.

The MNAA has approximately 600 benefit eligible employees and 200 eligible retirees. Eligibility and benefit levels are determined by the MNAA.

Current Benefits Program Offerings:

The tables below detail the benefits offered to active employees, Pre-65 retirees and Post-65 retirees. This list is not exhaustive and is subject to change.

Active Employees:

Pre-65 Retirees:

Post-65 Retirees:

Stop Loss:

MNAA currently contracts with Symetra for Stop Loss coverage for medical and prescription drug coverages.

Scope of Services:

1. Plan Administration:

• Provide insurance and brokerage advisory services associated with the employee benefit plans, including but not limited to medical, dental, vision, voluntary benefits, short- and long-term disability, life insurance, flexible spending accounts, employee assistance program (EAP), and COBRA.
• Assist Human Resources through carrier brokerage relationships for escalations related to employee benefits inquiries, administrative issues, claims disputes, and other benefits program matters. Act as an advocate of the employees and MNAA in resolving difficult and administrative problems with carriers and vendors.
• Represent MNAA in discussions, transactions, and negotiations with carriers on all issues including but not limited to premiums/fees, benefit levels, plan design, and special terms and conditions.
• Advise MNAA of new programs and assist MNAA with the implementation of new programs as needed.
• Manage plan changes with vendors as necessary.
• Support Human Resources in any marketing campaigns around employee benefits.
• Prepare and provide rates/fees for all benefits coverages.

1. Strategic Planning:

• Review benefit designs, benchmark to industry, size, and regional standards to make recommendations to MNAA ensuring plan design strategy in order to maximize employee benefit offerings within budgetary constraints. MNAA desires to

continue providing competitive and innovative plans that strike a balance between cost/coverage while attracting and retaining quality employees.

• Review and benchmark stop loss insurance coverage and provide recommendations.
• Assist MNAA in identifying benefit plans that support and reinforce its commitment to wellness.
• Identify and evaluate potential carriers and providers for employee benefits coverages.
• Prepare and present annually a plan that summarizes performance of all benefits plans and provide recommendations for the upcoming plan year, consistent with the overall agreed-upon long-term strategy.

1. Open Enrollment:

• Support Human Resources during planning for open enrollment.
• Provide one or more staff members to be on-site for employee educational sessions.
• Schedule benefit providers for on-site presence during open enrollment sessions and ensure attendance.
• Support Human Resources staff during and after annual benefits open enrollment to manage EDI feeds, coordination with carriers, auditing and compliance.
• Develop and provide enrollment guides (printed and digital versions) to include a summary of benefits and costs. Prepare open enrollment presentations.
• Provide rate sheet for all benefit plans and COBRA.

 Financial Analysis

• Regularly review claims experience, claims service, and claims administration to ensure maximum benefit to MNAA and its employees
• Provide detailed cost projections of MNAA’s benefits programs to assist MNAA with its annual organization budget.
• Analyze and report on factors driving MNAA’s plan costs and recommend opportunities to better manage costs, access and quality.
• Conduct strategic planning sessions to review the performance of the MNAA’s employee benefits coverage and recommend future objectives and strategies to manage employee benefit coverage.
• Provide monthly spend/trend reports on the various lines of coverage. Provide reports as requested.
• Provide annual IBNR (Incurred But Not Reported) reports self-insured benefits.

Compliance

• Provide updates and ongoing assistance with federal and state reporting and compliance. Assist MNAA in complying with all related federal and state laws and regulations, as well as contract requirements to ensure benefit programs are in good standing.
• Send MNAA timely alerts and reminders related to compliance deadlines.
• Research and advise MNAA on compliance matters.
• Review all benefits program contracts, agreements and Summary Plan Descriptions (SPDs) to ensure compliance.
• Ensure timely issuance of policy and endorsement contracts by providers.
• Ensure secure transfer of PHI and sensitive data.

**The complete scope of work can be located in the posted RFP document.

THE RFP DOCUMENTS.  Copies of the Contract Documents (RFP, Proposal Schedule, Attachments, etc.) will be available on or after Friday , May 1, 2026, and may be obtained electronically from B2GNow E-Bidding an online tendering service.

ELECTRONIC PROPOSALS for will be submitted through this online platform, B2GNow E-Bidding.

Important:  All bid opportunities can be viewed, and documents downloaded through the new MNAA Procurement e-bidding System.  The new e-bidding System is an integral part of the Small Business Development and Procurement Management System located at URL:  https://flynashville.gob2g.com/.  Vendors must register to download the solicitation and select the appropriate North American Industry Classification System (NAICS Codes). Click on the ‘View Active Bid Opportunity Listings” button for additional information.

Submission Instructions: Proposers will be required to register with the e-bidding platform prior to downloading the proposal. Registration is free. The Proposer must scan all required proposal documents, including the Prime/Subcontractor License Information and upload to the appropriate solicitation file on the e-bidding system.  All submittal questions shall be directed to the Procurement Department, fax number (615) 275-2349 or email: Purchasing@flynashville.com.

Please note that your organization must have an Authorized Signer to sign the proposal documents, the authorized signer has the authority to bind your company to each and every term, condition, article and obligation of the Insert and any resultant Contract.

Proposers are advised to review the RFP Documents carefully prior to submitting a Proposal on the Project.  Proposers are also advised to review the RFP and Instructions to Proposers carefully prior to preparing their Proposals.

Proposals must be submitted on the Proposal Form included in the RFP Documents and the successful Proposer will be required to execute the Contract and other documents requiring execution that are included in the Contract Documents.

RIGHT TO REJECT ANY AND ALL PROPOSALS.  MNAA proposes to award the Contract to the lowest responsive and responsible Proposer.  Proposer is advised that MNAA reserves the right to reject any and all Proposals submitted, to waive any and all informalities, irregularities and/or technicalities in any Proposal or Proposal Guaranty, to accept any Proposal deemed advantageous to it and to negotiate changes, deletions, or additions to these Contract Documents with the successful Proposer.