Dental Insurance ASO Program

The City of Charlottesville is seeking a vendor to administer its self-funded dental insurance ASO program for approximately 1,100 active employees and eligible retirees, including claims administration, enrollment support, member services, and national provider-network management.

City of Charlottesville > Human Resources Department

General

Status:Open

Solicitation Identifier:RFP 27-26

Due Date:Sep 16, 2026 12:00 PM

Posted Date:Aug 19, 2026 02:45 PM

Contract Period:1 year 6 months base + 6 × 1 year options

Type:Request for Proposal (RFP)

Level:Local

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Original Solicitation Links

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RFP 27-26

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dental insurance aso program

Contact

Name:Sara Butler

Email:butlers@charlottesville.gov

Phone:+14349703462

Address:Charlottesville, VA, USA

Submission Instructions

Method:Online

Portal:https://procurement.opengov.com/portal/charlottesville

Description

The City of Charlottesville is soliciting proposals through competitive negotiation for end-to-end administration of its self-funded dental plan serving approximately 1,100 active employees and approximately 500 eligible retirees. The City currently offers one dental plan administered by Delta Dental of Virginia and expects the proposed arrangement to maintain the current plan design, while also considering a second buy-up option. Offerors must provide pricing for the current plan and any proposed buy-up option and support implementation beginning January 4, 2027, ahead of the July 1, 2027 plan year. Required services include enrollment and eligibility administration, member-record maintenance, HRIS and Benefitfocus coordination through a secure file feed, plan-document administration, open-enrollment support, physical and digital ID cards, COBRA support where applicable, claims adjudication, fee-schedule and network-discount application, predeterminations, appeals, coordination of benefits, and fraud, waste, and abuse detection. The administrator must maintain and manage a dental provider network, credential providers, monitor access and performance, negotiate reimbursement, provide directories and network-change notices, and deliver network adequacy, geographic-access, utilization, disruption, and provider-network reporting. Member services must include toll-free support, secure employer and member portals, online claims inquiry, EOB delivery, language assistance, accessibility accommodations, and dedicated implementation, account-management, escalation, and reporting personnel. Proposals must include experience and references, methodology and service approach, pricing and payment terms, implementation and performance information, a completed buyer-provided questionnaire, and completed GeoAccess and provider-disruption templates. The solicitation requires at least four similar references performed within the past three years, with contact information for each reference.

Title	Date Posted
DENTAL_INSURANCE_ASO_PROGRAM.pdf	Aug 19, 2026 02:45 PM
H - Attachment H - Quick Look Jul 2025 - May 2026	Aug 07, 2026 04:49 PM
I - Attachment I - City of Charlottesville Dental Repricing File	Aug 07, 2026 04:49 PM
B - Attachment B - City of Charlottesville EOC 2025	Aug 07, 2026 04:49 PM
K - Attachment K - DRAFT Contract for Dental Insurance ASO Program	Aug 18, 2026 04:16 PM
A - Attachment A - City of Charlottesville Dental RFP Questionnaire	Aug 18, 2026 04:19 PM
F - Attachment F - City of Charlottesville Provider Disruption File	Aug 07, 2026 04:49 PM
L - Sample C.O.I. and Guide to the Acord Form	Aug 06, 2026 02:00 PM
D - Attachment D - 26-27 City of Charlottesville New Hire Benefits Guide	Aug 07, 2026 04:49 PM
J - Attachment J - City of Charlottesville Dental GeoAccess Template	Aug 11, 2026 12:42 PM
C - Attachment C- City of Charlottesville - Benefit Summary 2026	Aug 07, 2026 04:49 PM
E - Attachment E - City of Charlottesville Dental Census	Aug 11, 2026 04:08 PM
DENTAL_INSURANCE_ASO_PROGRAM_(Addendum_#2_Revision).pdf	Sep 01, 2026 02:47 PM
G - Attachment G - Enrollment By Rate Tier Jul 2025- May 2026	Aug 07, 2026 04:49 PM
#1 Attachment M - Quick Look Jan 2023 - Dec 2025	Aug 25, 2026 08:10 AM