Issue Date: March 3rd, 2025 • Proposal Due Date: May 1st, 2025
I. Introduction
The Kickapoo Tribe of Oklahoma is the federally recognized sovereign government of the
Kickapoo tribe located in McLoud, Oklahoma. Their sovereign status granted by treaty and is
supported by the United Nations and protected by numerous resolutions adopted by the member
states and accepted into law. Their mission is to coordinate efforts that accomplish the best for
each valued employee. The Kickapoo Tribe of Oklahoma has created this Request for Proposal
(RFP) to review qualified providers who deliver a comprehensive employee benefits program
and will select the best match for the Kickapoo Tribe of Oklahoma’s Human Resource
Department. In this RFP, the goal for the new provider will be to offer a competitive and costeffective
benefits package that meets the diverse needs of our employees and their families
while aligning with the organization’s budget and strategic objectives. Proposals are invited
from experienced and reputable firms capable of providing medical, dental, vision, life,
disability, and other voluntary benefits.
II. Summary
The Kickapoo Tribe of Oklahoma serves as a critical resource for the health and well-being of
our community. As we continue to attract and retain top talent, our aim is to offer an innovative,
employee-focused benefits package. The provider of employee benefits should offer a
competitive market rate and simplify the number of portals required to manage employee
benefit accounts. This provider should guide the Human Resources Department to be more
effective at its duties as the Kickapoo Tribe of Oklahoma plans to expand operations by
establishing a new arrangement for insurance, employee benefits, and other relevant benefit
administration tools. The new provider will be selected before open enrollment begins in
September 2025.
This RFP outlines the scope of services required, general provisions, evaluation criteria, and
submission requirements to guide interested providers in submitting their proposals. The
deadline for submitting a response to this request is May 1st, 2025.
III. Scope of Services Provided
The Kickapoo Tribe of Oklahoma seeks to address the need to consolidate carriers for employee
benefits across a range of programs. The selected provider shall demonstrate capacity to provide
and will be expected to deliver the following services:
1. Employee Benefits Plan Design:
• Health Insurance (Medical, dental, and vision)
• Life and Accidental Death and Dismemberment (AD&D) Insurance
• Short- and Long-term Disability Insurance
• Voluntary Benefits (e.g., accident, critical illness, wellness programs)
2. Administrative Services
• Enrollment and claims processing support
• Employee education and communication about benefits options
• Compliance with federal, state, and tribal laws and regulations
• Online portal for employee self-service
3. Cost Management
• Transparent pricing and fee structure
• Annual renewal and reporting
4. Customer Support
• Dedicated account management team and reliable point of contact
• Timely response to employee inquiries
IV. General Provisions of Provider
Providers responding to this RFP must illustrate employee benefits plan designs, cost breakdown
structure, rates and time matrices, and all other relevant benefits administration data typically
used to conduct standard human capital management operations. A detailed service
demonstration can be scheduled with Kaylee Stevens to validate the provider’s ability to deliver
a suite of products that cover the scope of services required. Terms or contractual agreements
should be presented in printed media form in a well-outlined proposal for review by tribal
leadership as a component of any presentation. Provisions of each provider’s proposal must:
1. Have a proven track record of service delivery to similar-sized organizations or
tribal entities.
2. Demonstrate financial stability and capacity to meet contractual obligations.
3. Maintain compliance with applicable laws, regulations, and confidentiality
standards.
4. Provide ongoing support and consultation for benefit plan enhancements.
5. Deliver detailed performance reporting annually or upon request.
V. Evaluation Criteria
The response to this Request for Proposal will be in digital or printed media form from each
candidate and will be evaluated based on the ability to demonstrate capacity to effectively
deliver all services within the scope provided and enable the Human Resource Department a
means to efficiently manage employee benefits through a more effective arrangement. All
proposals will be evaluated on the following criteria:
1. Experience and Expertise (25%):
Proven ability to deliver similar services
Experience working with tribal organizations
2. Cost and Pricing Structure (25%):
Competitive Pricing
Transparent Cost Structure
3. Scope of Benefits Offered (20%):
Range of flexibility of benefits plans
4. Customer Service and Support (20%):
Availability and responsiveness of account management
5. Innovative Solutions (10%):
Unique offerings that align with employee needs
VI. Submission Requirements
Interested providers may include the following in their proposal:
1. Cover Letter
• Company name, address, and contact information
• Summary of qualifications
2. Company Profile
• History and background of the company
• Key personnel
3. Proposed Benefits Package
• Detailed description of services offered
4. Cost Proposal
5. Breakdown of pricing References
• At least two references from similar clients preferred
6. Additional Information
• Any supplemental material that supports the proposal
Proposals must be submitted electronically or in hard copy to the following address:
Kaylee Stevens, Human Resource Director
105365 S. HWY 102
McLoud, OK 74851
FAX: 405-964-2512
Phone: 405-964-2081 EXT. 352
Email: [email protected]
May 1st, 2025 is the official deadline to be considered and recognized as a potential provider of
employee benefits. Proposals submitted after this deadline will not be considered.
VII. Awards
The Kickapoo Tribal of Oklahoma reserves the right to:
• Accept or reject any or all proposals
• Negotiate terms and conditions with the selected provider
• Award the contract based on the best value to the organization.
The award will be announced on or before June 1st, 2025. All submissions will be notified by
letter of acceptance or denial of proposal. We thank you for your interest in providing your
services to the employees of the Kickapoo Tribe of Oklahoma, and we look forward to your
proposals.