City of Burleson RFP 2026-018 Ancillary Insurance Benefits

REQUEST FOR PROPOSALS

Proposal Reference Number: RFP 2026-018 Project Title: Ancillary Insurance Benefits

ANTICIPATED SCHEDULE

RFP Issue Date February 28, 2026

RFP Publication Dates February 28, 2026 and March 7, 2026

Deadline for Questions March 12, 2026 at 5:00PM CST

Proposals Due March 26, 2026 at 2:00PM CST

Projected Interviews (if applicable) Week of April 20, 2026

Recommendation to City Council June 2026

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 Bonfire.

Any interpretations, corrections, clarifications, or changes to this Request for Proposals or specifications will be issued via addendum. Addenda will be posted at. It is the responsibility of the respondent to monitor the Bonfire website for addenda. Bidders 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 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.

Euna Solutions (Formerly Bonfire) Submission

• We are requesting Offerors submit via Euna Solutions (formerly Bonfire). If there are any questions or concerns on how to do so, please contact Euna Vendor Support: For support using the platform, access the online knowledge base, search the FAQ, or contact the Euna support team at support@gobonfire.com or 1-800-354-8010.

• Please be sure to select the NIGP codes associated with your type of business or organization. Our solicitations will be set up using those codes and will be matched to vendors with the same codes. If you are already registered with Euna/Bonfire, you may use your existing name and password to register with https://burlesontx.bonfirehub.com/ mailto:support@gobonfire.com the City of Burleson.

Virtual Bid Opening

• The bid opening will be virtual on Microsoft Teams on Thursday, March 26, 2026, at 3:00PM CST. The bid opening link is included below and posted to public files in Bonfire.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/27521152543133?p=MZIYkDXnAul4OJzAfC Meeting ID: 275 211 525 431 33 Passcode: qY2qg9Sa https://teams.microsoft.com/meet/27521152543133?p=MZIYkDXnAul4OJzAfC

TABLE OF CONTENTS

Request for Proposals Introduction Definitions General Information RFP Withdrawals and/or Amendments Proposal Submittal Requirements Proposal Evaluation and Contract Award

Appendix A – Scope of Services ...................................................................... A-1

Appendix B – Proposal .................................................................................... B- 1

Appendix C – Terms & Conditions ................................................................ C-1 City of Burleson Standard Addendum

1. Introduction The City of Burleson is requesting proposals with the intent of awarding contracts for Life, Disability, EAP, HSA/FSA/HRA administration, COBRA administration, and voluntary worksite products.

The City provides benefits to all eligible employees, retirees, and dependents, with certain benefits also available to part-time and seasonal employees. Please refer to the benefit documents included within the RFP for detailed eligibility and enrollment information.

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 Jennifer Swim. Phone: (817) 426-9602 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. Bond Requirements:

Performance, Payment and Maintenance Bonds in the amount of not less than one hundred percent (100%) of the contract price conditioned upon the faithful performance of the contract, and upon payment of all persons supplying labor or furnishing materials, will be required upon the forms provided by the City. Bonds shall be executed by a surety company acceptable to and approved by the City, authorized to do business in the State of Texas and acceptable for underwriting of risks as indicated by the latest revision, Treasury Department Circular 570, listing acceptable sureties on Federal Bonds. The mailto:purchasing@burlesontx.com period of the Maintenance Bond shall be two years from the date of acceptance of all work done under the Contract.

E. WAGE RATES:

Contractor shall pay no less than the general prevailing rates for the Project location as determined in accordance with statutory requirements. The minimum rates for various labor classifications as established by the City are included in the specification documents.

F. Anti-Boycotting Provisions/Offeror Acknowledgement Form:

This acknowledgement form confirms that the Vendor is aware of House Bill (HB) 252, House Bill (HB) 29, Senate Bill (SB) 13, and Senate Bill (SB) 19. The Vendor acknowledges that this Agreement may be terminated, and payment withheld if any part of the certification or acknowledgement is found to be inaccurate.

• 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.

• 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.

• 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.

https://burlesontx.bonfirehub.com/login

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.

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 the emphasis placed on each factor as identified in the Scope of Services. As part of the evaluation process, the City may develop a shortlist of the most qualified proposers and conduct interviews or request additional information to further assess their capabilities. Any costs associated with the interview process shall be the sole responsibility of the Proposer. The City may also, at its option, engage in discussions with or accept proposal revisions from any proposer deemed responsible, including those shortlisted for interviews.

The final determination of the most advantageous proposal will be made in the best interest of the City.

B. Evaluation Criteria

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

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. Vendor’s Contract Form

Emphasis Criteria 40% • Proposed Terms and Plan Designs, Admin Fees, Disruption 30% • Proposed Services and Information Requested

30% • References and Qualifications, 3rd party integration, adherence to the RFP

100% Total

15 • Possible Interview (additional points)

ii. This Request for Proposal, including all attachments and complete questionnaires

iii. The successful Proposer’s submitted proposal

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 submit invoices to accountspayable@burlesontx.com.

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 other party(ies) without written consent of the City.

5. If one or more of the events identified in subparagraphs J.1 through J.4 occur, 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 mailto:accountspayable@burlesontx.com receive any payment on account of loss of anticipated profits or revenue or other economic loss resulting from such termination.

6. When the contract has been terminated by the City, such termination shall not affect any rights or remedies of the City then exist 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 performed; to the extent said services are satisfactory.

A-1

Appendix A – Scope of Services

1. Scope of Services Contact Questions must be submitted in writing City’s Purchasing Agent via Bonfire prior to the question deadline on Thursday, March 12, 2026 at 5:00 pm CST.

2. Scope of Services Description The City is nearing the end of its required five-year procurement cycle for the employee benefit programs included in this solicitation. In accordance with the City’s purchasing guidelines, the Life, Disability, EAP, HSA/FSA/HRA administration, COBRA administration, and voluntary worksite product lines must be competitively rebid at least once every five years. Accordingly, the City is issuing this Request for Proposals to evaluate available options and ensure ongoing compliance with procurement requirements.

B-1

Appendix B – Proposal

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

RFP Number: RFP 2026-018

Project Title:

Ancillary Insurance Benefits

Submittal Deadline: March 26, 2026 at 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) https://burlesontx.bonfirehub.com/login

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:

Emphasis Criteria 40% • Proposed Terms and Plan Designs, Admin Fees, Disruption

30% • Proposed Services and Information Requested

30% • References and Qualifications, 3rd party integration, adherence to the RFP

100% Total

15 Possible Interview (additional points)

A. Proposed terms and plan designs, admin fees, disruption (40%):

Competitiveness and overall value of proposed plan designs, pricing guarantees Clarity and transparency of administrative fees and cost structure Innovation in plan structing or cost containment strategies Ability to minimize disruption during implementation and transition Communication strategy and implementation support during rollout Contract flexibility and performance guarantees

B. Proposed Services and Information Requested (30%):

Scope and depth of proposed services Account management structure and support model Technology platform capabilities and reporting tools Data analytics and benchmarking support Client service model (service team structure, escalation process) Compliance support and regulatory expertise Value-added services included without additional cost Measurable performance metrics and service-level agreements (SLAs)

C. References and Qualifications, 3rd Party Integration, Adherence to the RFP (30%):

Completeness and responsiveness to all RFP requirements Organizational experience and years in business Experience with similar client size/industry Qualifications of team members Client references and performance history Demonstrated ability to meet deadlines and comply with RFP instructions Accuracy, clarity and professionalism of proposal submission

D. Interview (Optional 15 Points):

Details provided if named finalist

B-3

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 employees pick up or vendor delivery of products or services.

B. For this purpose, a primary and secondary emergency contact name and phone number are required. It is critical that 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 contractor 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):

Secondary Contact Phone Numbers: Home: Cell:

After Hours emergency opening fee, if applicable: $

C-1

Appendix C – City’s Standard Addendum

1. The City is proposing to use the Vendor’s form for this contract. However, any agreement resulting from this solicitation will include the City’s Standard Addendum. By submitting a bid, the bidder acknowledges and agrees to these terms and conditions. Specific exceptions should be notated by the vendor in their submission.