3-01 - RFP 2025-005 Employee Benefits Broker Specifications Contract Information.pdf

REQUEST FOR PROPOSALS

Proposal Reference Number: RFP 2025-005

Project Title: EMPLOYEE BENEFITS BROKER

ANTICIPATED SCHEDULE

RFP Issue Date Wednesday July 16, 2025 at 4:00PM CDT

RFP Publication Dates Wednesday July 16, 2025 and Wednesday July 23, Deadline for Questions Wednesday August 6, 2025 at 10:00AM CDT

Proposals Due Thursday August 14, 2025 at 2:00PM CDT

Projected Interviews (In Person) Week of August 18, 2025 at 135 W. Ellison St., Suite

109, Burleson, TX 76028

Recommendation to City Council Monday, October 6, 2025

Important Information The City of Burleson will receive sealed proposals for the services specified until the deadline indicated above.

Proposals will only be received electronically through the City’s e-procurement system, Bonfire, at https://burlesontx.bonfirehub.com (registration required). Extensions will not be granted. Late submittals will not be accepted.

Questions and requests for additional information should be made in writing and no later than the questions deadline above and shall be directed to the Purchasing Agent via https://burlesontx.bonfirehub.com.

Any interpretations, corrections, clarifications, or changes to this Request for Proposals or specifications will be issued via addendum. Addenda will be posted at https://burlesontx.bonfirehub.com. It is the responsibility of the respondent to monitor the Bonfire website for addenda. Proposers shall acknowledge receipt of each addendum by submitting a signed copy with their proposal. Oral explanations will not be binding.

The City of Burleson reserves the right to reject any proposal and to waive defects in proposals. No officer or employee of the City of Burleson shall have a financial interest, direct or indirect, in this or any contract with the City of Burleson. Minority and small business vendors are encouraged to submit bids/proposals on applicable City solicitations.

https://burlesontx.bonfirehub.com/

City of Burleson RFP 2025-005

EMPLOYEE BENEFITS BROKER

VIRTUAL BID OPENING:

The City of Burleson will be hosting virtual bid opening on August 14, 2025 at 2:30 PM CDT via Microsoft Teams. Please be sure to sign in prior to the start of the bid opening. To join this meeting, click the link below or copy and paste into your browser, and follow the instructions from Microsoft Teams using the information provided. A link will also be posted to Bonfire.

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Join the meeting now

Meeting ID: 228 425 625 826 9 Passcode: ks7Jf3Le https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDRhMWI2OGEtNjAxNy00YmFmLWIzZTItMzk0YzIxODJhMDgx%40thread.v2/0?context=%7b%22Tid%22%3a%22a0cf182f-b5fe-4a3f-85e3-9d8669e5dc28%22%2c%22Oid%22%3a%22fa671896-84d6-482f-bd8e-81700b9d3974%22%7d

TABLE OF CONTENTS

Request for Proposals

1. Introduction …………………………………………………. 4

2. Definitions …………………………………………………

3. General Information …………………………………………. 4

4. RFP Withdrawals and/or Amendments ……………………… 5

5. Proposal Submittal Requirements …………………………… 5

6. Proposal Evaluation and Contract Award …………………… 6

Appendix A – Scope of Services

1. Scope of Services Descriptions ……………………………… A-1-6

Appendix B – Proposal

1. Cover page for online submittals ………………………….… B-1

2. Required Proposal Information ……………………………... B-2-4

Appendix C – Standard Terms & Conditions

1. Terms & Conditions ………………………………………….C-1-3

1. Introduction

Project Overview: The City of Burleson (City) is requesting Proposals with the intent of awarding a contract for an employee benefits consulting & brokerage company to perform the full range of services related to the design, marketing, maintenance and improvement of the City’s self-funded employee benefits program for all employee and retiree benefit coverages including but not limited to, life insurance, AD&D, medical, dental, vision, disability/accident, pharmacy plan, medical stop loss, third party-administration for self-funded plans and COBRA, employee assistance plans, flexible spending and health savings accounts, and other voluntary benefit programs.

Proposals will be evaluated based on experience, services, administering self-funded health plans, and other information provided. After reviewing the proposals, a list of questions will be prepared, and brief interviews will be conducted to finalize the selection.

The City will accept the proposal, which in its opinion, is most advantageous to the City

Project Schedule: The City of Burleson (“City) is looking to have the selected consulting & brokerage company in place by January 1, 2026.

2. Definitions

Proposal: The signed and executed submittal of the entirety of Appendix B – Proposal.

Proposer: The Proposer and the Proposer’s designated contact signing the first page of the Proposal.

City of Burleson (“City”): The City of Burleson, Texas.

Project: The name of this Request for Proposals as identified on the cover sheet and first page of

Appendix A – Scope of Services.

Purchasing Agent: The City of Burleson Purchasing Agent is Andrea Anderson.

Phone: (817) 426-9847

E-Mail: purchasing@burlesontx.com

Request for Proposals (RFP): The entirety of this document, including all Appendices and Addenda.

3. General Information

A. Tax Exempt Status: City purchases are exempt from State Sales Tax and Federal Excise Tax. Do not include tax in the Proposal. City will furnish Excise Tax Exemption Certificate upon request.

B. Public Inspection of Proposals: The City strictly adheres to the Texas Public Information Act (Texas

Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations, and laws regarding the disclosure of RFP information. Proposals are not available for public inspection until after the contract award. If the Proposer has notified the City, in writing, that the Proposal contains trade secrets or confidential information, the City will generally take reasonable steps to prevent disclosure of such information, in accordance with the Public Information Act. This is a statement of general policy only, and in no event shall the City be liable for disclosure of such information by the

City in response to a request, regardless of the City’s failure to take any such reasonable steps, even if the City is negligent in failing to do so.

C. Notification of Errors or Omissions: Proposers shall promptly notify the City of any omissions, ambiguity, inconsistency or error that they may discover upon examination of this RFP. The City shall not be responsible or liable for any errors and/or misrepresentation that result from the solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous.

D. Anti-Boycotting Provisions. Vendor acknowledges this Agreement may be terminated and payment withheld if this certification is inaccurate.

i. Pursuant to Section 2271.002 of the Texas Government Code, Vendor certifies that either (i) it meets an exemption criterion under Section 2271.002; or (ii) it does not boycott Israel and will not boycott Israel during the term of the Agreement. Vendor acknowledges this Agreement may be terminated and payment withheld if this certification is inaccurate.

ii. Pursuant to SB 13, 87th Texas Legislature, Vendor certifies that either (i) it meets an exemption criterion under SB 13, 87th Texas Legislature; or (ii) it does not boycott energy companies, as defined in Section 1 of SB 13, 87th Texas Legislature, and will not boycott energy companies during the term of the Agreement. Vendor acknowledges this

Agreement may be terminated and payment withheld if this certification is inaccurate.

iii. Pursuant to SB 19, 87th Texas Legislature, Vendor certifies that either (i) it meets an exemption criterion under SB 19, 87th Texas Legislature; or (ii) it does not discriminate against a firearm entity or firearm trade association, as defined in Section 1 of SB 19, 87th Texas Legislature, and will not discriminate against a firearm entity or firearm trade association during the term of the Agreement. Vendor acknowledges this Agreement may be terminated and payment withheld if this certification is inaccurate.

4. RFP Withdrawals and/or Amendments

A. RFP Withdrawal: The City reserves the right to withdraw this RFP for any reason.

B. RFP Amendments: The City reserves the right to amend any aspect of this RFP by formal written addendum prior to the Proposal submittal deadline and will endeavor to notify all potential Proposers that have registered with the City, but failure to notify shall impose no obligation or liability on the

City.

5. Proposal Submittal Requirements

A. Submittal Packet – Required Content: All proposals must be submitted electronically. The Proposer must visit https://burlesontx.bonfirehub.com/login and register. Once registered for this complimentary service, the Proposer may submit proposal documents electronically by selecting the appropriate proposal identification.

B. Submittal Deadline: It is the Proposer’s responsibility to have the Proposal Documents correctly electronically submitted by the submittal deadline. No extensions will be granted and no late submissions will be accepted.

https://burlesontx.bonfirehub.com/login

C. Proposals Received Late: Proposers are encouraged to submit their proposals as soon as possible. The time and date of receipt as recorded within the Bonfire electronic system shall be the official time of receipt. The City is not responsible for late submission regardless of the reason. Late Proposals will not be considered under any circumstances.

D. Alterations or Withdrawals of Proposal Document: Any submitted Proposal may be withdrawn or a revised proposal substituted prior to the submittal deadline. Proposal documents cannot be altered, amended or withdrawn by the Proposer after the submittal deadline, unless such alteration, amendment or withdrawal notice is approved in writing by the Purchasing Agent.

6. Proposal Evaluation and Contract Award

A. Proposal Evaluation and Contract Award Process:

The City will evaluate all proposals to determine which proposers are reasonably qualified for the award of the contract, applying the anticipated evaluation factors and emphasis to be placed on each factor as identified in the Scope of Services. The City may, at its option, conduct discussions with or accept proposal revisions from any reasonably qualified proposer. The City reserves the right to determine which proposal will be most advantageous to the City.

B. Evaluation Criteria

A full description of each criterion is included in Appendix B.

Emphasis Criteria

40 Points Qualifications & Team Experience

25 Points Methodology

25 Points Rates

10 Points References

100 Points Total

10 Points Interview (optional)

110 Points Combined Total

C. Contract Award

An award of a contract to provide the goods or services specified herein will be made using competitive sealed proposals, in accordance with Chapter 252 of the Texas Local Government

Code and with the City’s purchasing policy. The City’s Standard Terms & Conditions have been provided with this RFP. The Proposer must submit and objections to the contract along with responses. A fully executed contract shall be comprised of the following documents:

i. This Request for Proposal, including all attachments

ii. The successful Proposer’s proposal.

iii. A signed Contract.

D. Completeness: If the Proposal is incomplete or otherwise fails to conform to the requirements of the

RFP, the City alone will determine whether the variance is so significant as to render the Proposal non-responsive, or whether the variance may be cured by the Proposer or waived by the City, such that the Proposal may be considered for award.

E. Ambiguity: Any ambiguity in the Proposal as a result of omission, error, lack of clarity or non-compliance by the Proposer with specifications, instructions and all conditions shall be construed in the favor of the City. In the event of a conflict between these standard RFP requirements and details provided in Appendix A – Scope of Services or Appendix B – Proposal, the Appendices shall prevail.

F. Additional Information: The City may request any other information necessary to determine Proposer’s ability to meet the minimum standards required by this RFP.

G. Partial Contract Award: The City reserves the right to award one contract for some or all the requirements proposed or award multiple contracts for various portions of the requirements to different Proposers based on the unit prices proposed in response to this request, or to reject any and all Proposals and re-solicit for Proposals, as deemed to be in the best interest of the City.

H. Cooperative Governmental Purchasing Notice: Other governmental entities maintaining interlocal agreements with the City, may desire, but are not obligated, to purchase goods and services defined in this RFP from the successful Proposer. All purchases by governmental entities, other than the City, will be billed directly to and paid by that governmental entity. The City will not be responsible for another governmental entity’s debts. Each governmental entity will place their own orders with the successful Proposer and be responsible for ensuring full compliance with the RFP specifications. Prior to other governmental entities placing orders, the City will notify the successful Proposer of their intent.

I. Billing for Services; Payment: Successful Proposers are encouraged to register with the City and set up direct deposit prior to providing goods and/or services. Please contact the Purchasing Division at purchasing@burlesontx.com to register.

J. Terminate for Cause: The occurrence of any one or more of the following events will justify termination of the contract by the City of Burleson for cause:

1. The successful Proposer fails to perform in accordance with the provisions of these specifications; or

2. The successful Proposer violates any of the provisions of these specifications; or

3. The successful Proposer disregards laws or regulations of any public body having jurisdiction; or

4. The successful Proposer transfers, assigns, or conveys any or all of its obligations or duties under the contract to another party(ies) without written consent of the City.

5. If one or more of the events identified in subparagraphs J.1 through J.4 occurs, the City may terminate the contract by giving the successful Proposer seven (7) days written notice.

In such case, the successful Proposer shall only be entitled to receive payment for goods and services provided before the effective date of termination. The successful Proposer shall not receive any payment on account of loss of anticipated profits or revenue or other economic loss resulting from such termination.

mailto:purchasing@burlesontx.com

6. When the contract has been so terminated by the City, such termination shall not affect any rights or remedies of the City then existing or which may thereafter accrue.

K. Terminate for Convenience: This contract may be cancelled or terminated at any time by giving vendor thirty (30) days written notice. Proposer may be entitled to payment for services actually performed; to the extent said services are satisfactory.

A-1

Appendix A – Scope of Services

The City intends to begin service with the awarded benefits consultant on or about January 1, 2026 to monitor performance and strategic actions for the 2026 plan benefit plans, as well as provide strategic service for the future plan year(s).

The City is on a fiscal year of October 1st to September 30th, and our benefit plan year begins

January 1st of each year. Accordingly, financial and performance reporting is monitored from both a fiscal and a calendar year perspective.

The City has plan options for employees and pre/post retirees. Currently, the City is authorized for 440 full-time employees and 30 retirees enrolled in medical, vision and/or dental plans. The

City utilizes a third-party software for benefits enrollment, which handles the enrollment and file feeds to the City’s benefit providers.

Benefit Type Eligibility Current Provider Provided By Contract

Expiration Date

Medical and

Pharmacy (Self-

Funded)

FT Active EEs

Pre-65 Retirees

United Healthcare

(TPA)

Employee/Employer 12/31/2025

Renewal option through

12/31/2026

Dental (Self-Funded) FT Active EEs

Pre/Post-65 Retirees

United Healthcare

(TPA)

Employee/Employer 12/31/2025

Renewal option through

12/31/2026

Stop Loss N/A Stealth/Berkshire

Hathaway

N/A 12/31/2025

Vision FT Active EEs

Pre/Post-65 Retirees

United Healthcare Employee 12/31/2025

Renewal option through

12/31/2026

Medicare Supplement Post-65 Retirees Retiree First Employee 12/31/2025

Health Savings

Account

FT Active EEs HSA Bank Employee/Employer 12/31/2025

Renewal option through

12/31/2026

FSA, LPFSA, DCA FT Active EEs Flores Employee 12/31/2026

COBRA

Administration

FT Active EEs Flores Employee 12/31/2026

Employee Assistance

Program

PT Active EEs

Alliance Work

Partners

Employer 12/31/2025 with renewal option

First Responder

Assistance

FT Active EEs

PT Active EEs

First Responder

Health

Employer 12/31/2027

Basic Employee and

Dependent Life

Insurance/AD&D

Symetra Employer 12/31/2025 with renewal options

Voluntary Life

Insurance (Employee, Spouse, Child)

Symetra Employee 12/31/2025 with

Short-Term Disability FT Active EEs Symetra Employee 12/31/2025 with

Long-Term Disability FT Active EEs Symetra Employer 12/31/2025 with

A-2

Accident, Critical

Illness, and Hospital

Indemnity

FT Active EEs Colonial Life

Insurance

Employee 12/31/2025 with renewal options

Legal/Identity Theft FT Active EEs

PT Active EEs

LegalShield Employee 12/31/2025 with renewal options

Pet Insurance FT Active EEs

PT Active EEs

Pre/Post-65 Retirees

Spot Employee 12/31/2025 with renewal options

Health and Wellness

Fair

FT Active EEs

PT Active EEs

Pre/Post-65 Retirees

Health Dimensions Employer 12/31/2027

Benefits Enrollment N/A Bentek N/A 9/30/2024

Other benefit information is located on the City’s website at the following URL:

2025-City-of-Burleson-Employee-Benefits-Guide

Scope of Services Requested:

The City is looking for a highly-qualified insurance broker that can provide expert public entity knowledge and services. This expertise includes but is not limited to:

□ Provide the City with an effective employee benefit and insurance program;

recommend creative solutions and innovative ideas including new products and services and assist the City with developing short- and long-range employee benefit and insurance strategies. This includes reviewing and evaluating the effectiveness of the current benefits program in terms of quality of services provided, cost effectiveness, competitiveness, and plan administration on an annual basis.

□ Partner with the designated management team at the City in the administration of the employee benefit program, network, and all insurance policies including responding to questions from, and providing information to, the City and its insurers and providing advisory services throughout the year.

□ Meet in person, not less than quarterly, with the City’s management team and provide regular status reports on open items.

□ Provide regular in-depth reports, not less than quarterly (prefer monthly), on employee benefit costs, claims costs including stop loss, and funding requirements including analysis of existing costs and projections of future costs using carrier provided information and broker analytical tools.

□ Review and analyze the City’s claims experience and serve as a claim advocate for the City when coverage issues come up with insurers.

□ Participate in pre-renewal strategy meetings with the City including advising the City on national and regional insurance trends and providing benchmarking information for https://www.burlesontx.com/DocumentCenter/View/32594/2025-City-of-Burleson-Employee-Benefits-Guide

A-3 coverages being considered.

□ Prepare bid specifications, market submissions, and solicit proposals from insurance markets.

□ Evaluate proposed insurers including underwriters assigned to the account, timeliness of processing changes to insurance policies, claims payment process, and client access to insurers’ online claims management systems.

□ Develop and recommend funding requirements, COBRA rates, and other alternatives.

□ Provide the City with in-depth analysis of proposals from insurance companies and assist with selecting the most favorable renewal options including the most cost-efficient funding methods for insurance coverages.

□ Complete final negotiations with selected carrier(s).

□ Review proposed policies, contracts or agreements when received from carrier(s) and audit contracts for accuracy of coverage, terms and conditions.

□ Provide annual professional quality printed and digital open/new hire enrollment communication including brochures, presentations, and videos in both English and

Spanish.

□ Provide annual OPEB GASB 75 actuarial calculation services for the City.

□ Provide timely updates to the City of changes in current insurers’ financial condition or other changes in insurer’s operations for its vendor management monitoring activities.

□ Coordinate and assist with completion of compliance requirements for various notifications and reporting including annual notices, ACA, RXDC, and PCORI fee calculations.

□ Provide tools, resources and strategies to ensure compliance with State and Federal legislation associated with self-funded plans including ACA, HIPPA, Privacy rules, COBRA, etc.

Questionnaire:

1. Briefly describe your company’s history and background.

2. Provide details of your company’s financial condition and stability.

3. Discuss any pending changes in your organization that could impact the delivery of services.

4. Specify the overall amount of Errors and Omissions coverage you carry and indicate the amount if a sub-limit is assigned to each customer.

A-4

5. What is your service delivery philosophy and process? What performance metrics are measured for the delivery of service?

6. Describe how you would structure your client service team to provide service to the City.

7. What part(s) (e.g. certificate / claims) of your service delivery team would be in a call center environment?

8. Where would your core service team be located?

9. Where would your public entity expert for the City be located?

10. Who are the specific individuals on the proposed team that would work with the City? Provide bios detailing the qualifications and expertise for each team member.

11. How frequently do you expect members of the service team to change?

12. What knowledge, experience and resources are available for overall employee wellness? How are modifiable health issues addressed when identifying top diseases in employee population?

13. What services are provided regarding annual enrollment and employee benefit communications?

14. Provide examples of your company’s Open and New Hire Enrollment benefits materials package including printed brochures, video and presentations.

15. Provide an example of how your services resulted in controlling costs for your client?

16. Describe the specific programs available to manage prescription drug costs?

17. What makes your company uniquely qualified to work on our account given the size of our city?

18. Approximately, how many other public entities in Texas are clients of your company?

19. For a public entity of our size, do you have direct access to all of the insurance markets we would need for our insurance program? If not, for which lines of coverage would you have to utilize a wholesale broker?

20. How often does your team meet with your clients during the year?

21. Describe your approach to supporting our programs throughout the plan year.

22. Please provide sample reports and metrics that you envision would be provided to the

City management for the employee benefit and insurance program including funding requirements using broker analytical tools and carrier provided information and indicate how these reports and metrics would highlight what is important to focus on.

A-5

23. Describe the process you use to track communication between you and your client and to ensure that service failures are kept to a minimum.

24. Describe the process you use to gauge and improve client satisfaction?

25. In your opinion, what are two or three major employee benefit & insurance challenges cities our size face and how does your company provide solutions for these challenges?

26. Describe your process for negotiating renewals and bidding out specific insurance policies, when needed.

27. Describe your underwriting and actuarial resources, if any, which would be available to assist you in the service and marketing of our account.

28. Do you have in-house Legal Counsel who provide guidance to you and your clients for compliance and/or coverage issues that might arise?

29. Describe any special analysis or resources you provide to help manage our programs including broker web portals.

30. How would you support the ongoing professional development of the City’s staff that is responsible for managing the employee benefit and insurance program?

31. Describe the methods you use to inform your clients about changes in legislation and judicial rulings that may impact our employee benefit and insurance program.

32. Describe how your company protects and maintains the privacy of its client’s information and that of its employees and their dependents.

33. What is your company’s philosophy on accepting contingency and override compensation from insurers for the placement of insurance policies?

34. What is the process your company uses to disclose to its clients the fees, the commissions, and other forms of compensation received from insurers or wholesale brokers?

35. Based on the information provided and the services requested, please provide a proposed broker service agreement including service level standards.

a. Describe the risk management and insurance consulting services you include in your standard broker service agreement for your clients.

b. Please make certain to identify any services in your proposed broker service agreement that would be an additional expense with a detailed breakdown of all expenses expected to be billed to the City for services. The cost breakdown should be organized by the tasks defined in the Scope of

Services Requested.

c. Describe any additional services offered by your company that may be of interest to the City with cost.

A-6

d. Identify any fees and/or commissions that you anticipate being paid to your firm by insurance companies or other sources because of your firm providing employee benefits consulting services to the City as defined herein.

36. What would be your proposed annual compensation for your services on a fee basis compared with a commission basis or with some combination of the two?

37. What would be the typical range of commission percentages earned by type of insurance for any insurance policies, if any, that you would be placing for us on a commission basis?

38. If your company is selected, describe the transition plan that would be followed, if applicable.

B-1

Appendix B – Proposal

Submittal Checklist: (To determine validity of proposal)

______Appendix B (Pages B-1 though B-4) must be included in the proposal submittal

______Appendix B proposal as outlined in pages B-2 through B-3

______Conflict of Interest Questionnaire (Public files in Bonfire)

______W9 (Public files in Bonfire)

All proposals submitted to the City of Burleson shall include this page with the submitted Proposal.

RFP Number: RFP 2025-005

Project Title:

EMPLOYEE BENEFITS BROKER

Submittal Deadline:

Wednesday, August 14, 2025 2:00 PM (CST)

Submit Electronically* to:

https://burlesontx.bonfirehub.com/login

* Requires email account login and password.

Proposer Information:

Proposer’s Legal Name:

Address:

City, State & Zip

Federal Employers

Identification Number #

Phone Number: Fax Number:

E-Mail Address:

Proposer Authorization

I, the undersigned, have the authority to execute this Proposal in its entirety as submitted and enter into a contract on behalf of the Proposer.

Printed Name and Position of Authorized Representative: ________________________________________

Signature of Authorized Representative: ____________________________________________

Signed this __________(day) of _________________________(month),________(year)

B-2

Appendix B – Proposal (continued)

1. REQUIRED PROPOSAL INFORMATION. IN ORDER FOR A PROPOSAL TO BE

CONSIDERED COMPLETE, AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE

CITY, PROPOSER MUST SUBMIT ALL OF THE FOLLOWING INFORMATION:

A. Proposed Products and/or Services

Proposers should utilize this section to describe the technical aspects, capabilities, features and options of the service proposed in accordance with the required Scope of Services as identified in

Appendix A. Promotional literature, brochures, or other information may be used.

B. Qualification and Experience (40 Points):

Qualifications of the proposed project team members, including identification of the account manager. Include specific experience in municipal government information technology management consultancy. Provide concise resumes for all staff to be assigned. Proposer must commit that the staff identified in its proposal will be actually assigned to this project.

In the event the Proposer intends to subcontract any of the proposed work stated in its

Proposal, the Proposer shall submit the information required above for each proposed subcontractor.

C. Methodology (25 Points):

Proposer must describe in detail how it will successfully meet the tasks described in the

Scope of Services in Appendix A.

Detailed explanation of the methodology including needs assessment, RFP responses, negotiations, reference checks and post implementation audit.

A timeline indicating major milestones and estimated time to complete the project is required.

D. Rates and Fees (25 Points):

A detailed breakdown of all expenses expected to be billed to the City.

The cost breakdown should be organized by the tasks defined in the Scope of Services in

Appendix A.

E. References (10 Points):

Provide three references from current public entity clients with a similar number of employees (approximately 440) and a total number of covered lives of approximately

900 including dependents and retirees. For each reference please include:

a. Public entity name

b. Contact name, title, and phone number

c. Length of service relationship

d. Range of broker services provided

e. Location

B-3

f. Number of employees and total population size

F. Interview (Optional, 10 Points):

A shortlist of candidates will be selected for an in-person interview. The interviews will be conducted the week of August 18, 2025 at Burleson City Hall Annex (135 W. Ellison

Street, Suite 109, Burleson, TX 76028). Candidates should prepare a 15-20-minute presentation including an overview of the service(s) the proposers will provide, including current or future ways that the Proposers are able to manage high claims costs for self-funded health plans.

3. Federal, State and/or Local Identification Information

A. Centralized Master Bidders List registration number: ______________________________.

B. Prime contractor HUB / MWBE registration number: ______________________________.

C. An individual Proposer acting as a sole proprietor must also enter the Proposer’s Social Security

Number: #_______-_______-_______.

4. Emergency Business Services Contact Notice

A. During a natural disaster, or homeland security event, there may be a need for the City of Burleson to access your business for products or services after normal business hours and/or holidays. The

City may request City employee pick up or vendor delivery of product or services.

B. For this purpose, a primary and secondary emergency contact name and phone number are required. It is critical the vendor’s emergency contact information remains current. City shall be contacted by E-mail with any change to a contact name or phone number of these emergency contacts.

C. All products or services requested during an emergency event are to be supplied as per the established contract prices, terms and conditions. The vendor shall provide the fee (pricing) for an after-hours emergency opening of the business, if any. In general, orders will be placed using a

City of Burleson procurement card (Master Card) or City issued Purchase Order. The billing is to include the emergency opening fee, if applicable.

D. The Proposer shall provide the names, phone numbers and fee (pricing), if any, for an after-hours emergency opening of the business listed below.

Business Name: _____________________________________________________________________

Contract #: _________________________________________________________________________

Description: ________________________________________________________________________

Primary Contact (Name):______________________________________________________________

Primary Contact Phone Numbers: Home: ___________________ Cell: ___________________

Secondary Contact (Name):____________________________________________________________

B-4

Secondary Contact Phone Numbers: Home: ____________________ Cell: ___________________

After Hours emergency opening fee, if applicable: $________________________________________

E. Please indicate below if you will permit other governmental entities to purchase from your agreement with the City.

[ ] Yes, Others can purchase [ ] No, Only the City can purchase

C-1

Appendix C – Standard Terms & Conditions

1. CONTRACT TERMS AND CONDITIONS. EXCEPT WHERE PROPOSER MAKES SPECIFIC

EXCEPTION IN THE SUBMITTED PROPOSAL, ANY CONTRACT RESULTING FROM THIS RFP

WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH PROPOSER HEREBY

ACKNOWLEDGES, AND TO WHICH PROPOSER AGREES BY SUBMITTING A PROPOSAL:

A. Delivery of Products and/or Services

i. Payment Terms: Unless otherwise specified in the Scope of Services or otherwise agreed to in writing by the City, payment terms for the City are Net 30 days upon receipt of invoice.

ii. Warranty of Products and Services: All products furnished under this contract shall be warranted to be merchantable and good quality and fit for the purposes intended as described in this Proposal, to the satisfaction of City and in accordance with the specifications, terms, and conditions of the Scope of Services, and all services performed shall be warranted to be of a good and workmanlike quality, in addition to, and not in lieu of, any other express written warranties provided.

iii. Late Delivery or Performance: If Proposer fails to deliver acceptable goods or services within the timeframes established in the Project Schedule, the City shall be authorized to purchase the goods or services from another source and assess any increase in costs to the defaulting Proposer, who agrees to pay such costs within ten days of invoice.

iv. Title to Goods and Risk of Loss: For goods to be provided by Proposers hereunder, if any, the title and risk of loss of the goods shall not pass to City until City actually receives, takes possession, and accepts the goods and the installation of such goods, has tested the system, and determined that it is in good and acceptable working order.

B. Miscellaneous

i. Independent Contractor: Proposer agrees that Proposer and Proposer’s employees and agents have no employer-employee relationship with City. Proposer agrees that if Proposer is selected and awarded a contract, City shall not be responsible for the Federal Insurance

Contribution Act (FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers Compensation Insurance payments, or any other insurance payments, nor will City furnish any medical or retirement benefits or any paid vacation or sick leave.

ii. Assignments: The rights and duties awarded the successful Proposer shall not be assigned to another without the written consent of the Purchasing Agent. Such consent shall not relieve the assigner of liability in the event of default by the assignee.

iii. Liens: Proposer shall indemnify and save harmless the City against any and all liens and encumbrances for all labor, goods, and services which may be provided to the City by

Proposer or Proposer’s vendor(s), and if the City requests, a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to the City.

iv. Gratuities / Bribes: Proposer certifies that no bribes in the form of entertainment, gifts, or otherwise, were offered or given by the successful Proposer, or its agent or representative, to any City officer, employee or elected representative, with respect to this RFP or any contract with the City, and that if any such bribe is found to have been made this shall be grounds for voiding of the contract.

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v. Financial Participation: Proposer certifies that it has not received compensation from the

City to participate in preparing the specifications or RFP on which the Proposal is based and acknowledges that this contract may be terminated and/or payment withheld if this certification is inaccurate.

vi. Authority to Submit Proposal and Enter Contract: The person signing on behalf of Proposer certifies that the signer has authority to submit the Proposal on behalf of the Proposer and to bind the Proposer to any resulting contract.

vii. Compliance with Applicable Law: Proposer agrees that the contract will be subject to, and

Proposer will strictly comply with, all applicable federal, state, and local laws, ordinances, rules, and regulations.

viii. Compliance with HB 89: Proposer agrees per HB 89 vendor shall not boycott Israel at any time while providing products or services to the City of Burleson.

[ ] Yes, we agree [ ] No, we do not agree [ ] N/A

ix. Compliance with SB 252: Proposer agrees per SB 252 vendor shall not do business with

Iran, Sudan or a foreign terrorist organization while providing products or services to the

City of Burleson.

[ ] Yes, we agree [ ] No, we do not agree [ ] N/A

x. Compliance with SB 13: Proposer agrees per SB 13 vendor does not boycott energy companies as those terms are defined in the Texas Government Code § 809.001, and will not boycott energy companies during the term of any contract with the City of Burleson.

[ ] Yes, we agree [ ] No, we do not agree [ ] N/A

xi. Compliance with SB 19: Proposer agrees per SB 19 vendor does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association as those terms are defined in the Texas Government Code § 2274.001, and that vendor will not so discriminate during the term of any contract with the City of Burleson.

[ ] Yes, we agree [ ] No, we do not agree [ ] N/A

xii. Compliance with SB 2116: Proposer agrees per SB 2116 it is not owned by or the majority of its stock or other ownership interest is held or controlled by i) individuals who are citizens of China, Iran, North Korea, Russia, or a designated country as defined by Texas

Government Code § 2275.0101; or ii) a company or other entity, including a governmental entity, that is owned or controlled by citizens of or is directly controlled by the government of China, Iran, North Korea, Russia, or a designated country; nor is it headquartered in

China, Iran, North Korea, Russia, or a designated country

[ ] Yes, we agree [ ] No, we do not agree [ ] N/A

2. Financial Responsibility Provisions

A. Insurance: The Proposer, consistent with its status as an independent contractor, shall carry, and shall require any of its subcontractors to carry, at least the following insurance in such form, with such companies, and in such amounts (unless otherwise specified) as City may require:

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i. Worker’s Compensation and Employer’s Liability insurance, including All States

Endorsement, to the extent required by federal law and complying with the laws of the State of Texas;

ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad

Form Property Damage, Personal Injury, Completed Operations/Products Liability, Premises

Liability, Medical Payments, Interest of Employees as additional insureds, and Broad Form

General Liability Endorsements, for at least One Million Dollars ($1,000,000) Combined

Single Limit Bodily Injury and Property Damage on an occurrence basis;

iii. Comprehensive Automobile Liability insurance covering all owned, non-owned or hired automobiles to be used by the Contractor, with coverage for at least One Million Dollars

($1,000,000) Combined Single Limit Bodily Injury and Property Damage.

B. Indemnification: Proposer agrees to defend, indemnify and hold harmless the City, all of its officers, Council members, agents and employees from and against all claims, actions, suits, demands, proceedings, costs, damages and liabilities, including reasonable attorneys’ fees, court costs and related expenses, arising out of, connected with, or resulting from any acts or omissions of Proposer or any agent, employee, subcontractor, or supplier of Proposer in the execution or performance of this contract without regard to whether such persons are under the direction of City agents or employees.

C. Term of Contract and Option to Extend

i. Any contract resulting from this RFP shall be effective From January 1, 2026 through

December 31, 2026. Thereafter, this agreement may be renewed annually at an agreed upon fixed fee rate.