9-Employee Benefits RFP 1189.pdf

REQUEST FOR PROPOSALS FOR HEALTH AND WELFARE EMPLOYEE BENEFITS

INSURANCE PLANS

(Medical, RX, & Dental)

RFP #1189

CITY OF CORINTH, TEXAS

RFP Issue Date: Thursday, April 23, 2026 RFP Publication Dates: Thursday, April 23, 2026 & Thursday, April 30, 2026 Deadline for Questions: Thursday, May 7, 2026 @ 10:00 AM CST Deadline for Question Responses: Thursday, May 14, 2026 Proposals Due Date and Time: Thursday, June 4, 2026 @ 10:00 AM CST Coverage Effective Date: October 1, 2026

Sealed proposals for the materials or services specified will be received by the City of Corinth until the date and time as indicated above.

Proposals will be received electronically through Bonfire, the City’s e-procurement system at https://cityofcorinth.bonfirehub.com.

Electronic submittals must include all required information and attachments, with required signatures. All response documents must be uploaded and included with your submittal in order to be considered.

Bid Contact:

Haley Koehler Purchasing Manager purchasing@cityofcorinth.com

Additional instructions for preparing a response are provided within. All forms in Appendix B must be submitted with your proposal.

Requests for additional information should be made no later than the questions deadline above and shall be directed to https://cityofcorinth.bonfirehub.com,. Oral explanations will not be binding.

Any interpretations, corrections, clarifications, or changes to this Request for Proposals or specifications will be made by addenda. Addenda will be posted at https://cityofcorinth.bonfirehub.com It is the responsibility of the respondent to monitor the Bonfire website for addenda. Respondents shall acknowledge receipt of all addenda by submitting a signed copy with their proposal.

The City of Corinth reserves the right to reject any and all proposals and to waive defects in proposals. No officer or employee of the City of Corinth shall have a financial interest, direct or indirect, in this or any contract with the City of Corinth.

Minority and small business vendors are encouraged to submit a bid on any and all City of Corinth projects.

The City appreciates your time and effort in preparing a response. Please note that proposals must be received by the due date and time shown above. Proposals received later than the date and time above will not be considered.

Proposals attempted to be submitted orally by phone, email, or fax will be disqualified and will not be accepted.

Proposals will be accepted only if submitted online through Bonfire. The City will not be responsible for, or consider missing, lost, or late deliveries.

Policies/certificates for Medical/RX, Dental, and Vendor Questionnaires are available on the City’s e-Procurement portal at https://cityofcorinth.bonfirehub.com

To obtain the following supporting documents to this Request for Proposal: Medical Claims Experience, Dental Claims Experience, Provider Disruption, and Census, please contact: Brooke Bare, Marketing Assistant, HUB International at Brooke.bare@hubinternational.com, 214-443-6703.

https://cityofcorinth.bonfirehub.com/ mailto:purchasing@cityofcorinth.com https://cityofcorinth.bonfirehub.com/ https://cityofcorinth.bonfirehub.com/ mailto:Brooke.bare@hubinternational.com

CITY OF CORINTH RFP #1189

HEALTH AND WELFARE EMPLOYEE BENEFITS INSURANCE PLANS

1. INTRODUCTION

The City of Corinth (City) is requesting proposals for a licensed health insurance provider for the City’s employee benefits plans/programs. The successful Respondent shall furnish all equipment, materials, supplies, labor, permits, insurance, and licenses as necessary to provide goods/services in accordance with the instructions, specifications, terms and conditions set forth in this RFP.

The City will choose the combination of insurance plans it determines to be in its best interest, which may mean that a number of contracts could be awarded. The City reserves the right to award several contracts which may result in a Respondent receiving a contract for only one (1) coverage, even if the Respondent submitted a proposal for several coverages.

This proposal, when properly accepted by the City, shall become part of a contract equally binding between the successful Respondent and the City of Corinth.

2. SPECIFICATIONS/SCOPE OF SERVICES

Respondents shall comply with all requirements herein. Exceptions or deviations from specifications and requirements shall be noted on the Submittal Exception Form (Appendix B).

The awarded Contractor shall, at all times, perform and provide the services to the City as set forth herein prior to performing and/or providing any of the same or similar services to any other person or entity.

A. Background Information

Client: City of Corinth Location: Corinth, Texas 76208 Industry: Municipality

Group to be Covered: All Eligible Employees (Full-Time and Regular Part-Time working at least 1040 hours a year)

Size:

184 Active Employees 5 Regular Part-Time Active Employees (City offers medical and dental coverage) 2 COBRA, 2 in election period for COBRA

Current Coverages to propose:

Fully Insured Medical/Rx Dental

Current Employer Contributions:

Requested Geo Access Reports:

Full Time Employees:

Medical/Rx Plan - 100% Employee; 69% Dependent of Base Plan Dental Plan - 100% Employee; 69% Dependent

Regular Part-Time Employees:

Medical/Rx Plan - 50% Employee; 0% Dependent of Base Plan Dental Plan - 50% Employee; 0% Dependent

Medical: 2 PCPs in 10 miles; 2 Specialists in 10 miles; 1 Hospital in 10 miles Dental: 2 General Dentists in 10 miles; 2 Specialists in 10 miles

Additional Information:

Employees are eligible for coverage on their starting date (there is no waiting period).

Thirty (30) hours per week are required for full-time employees to be eligible for benefits.

Twenty (20) hours per week are required for regular part-time employees to be eligible for the Medical/Rx and Dental.

Current Employer Contributions:

All full-time employees as well as part-time employees in a position that normally requires at least 1,000 hours of work in a year participate in Texas Municipal Retirement System (TMRS).

*The City has established an Employee Benefits Trust.* The document is available on the Bonfire portal.

The City does not participate in Social Security, only Medicare.

Commission: ALL COVERAGES TO BE QUOTED NET OF COMMISSION

B. Scope of Services

The firm, who enters into a contract with the City of Corinth to provide services to the employees, will be required to abide by the contract provisions outlined here. Respondents should consider the following carefully. It is assumed by submitting a proposal that these conditions will be acceptable and included in the final signed document.

Proposals must be clearly explained and identified. All costs, including optional programs, must be clearly stated and summarized. Alternative proposals will also be considered, provided the alternatives are clearly explained.

1. Handling of Claims & Customer Service:

a) The contractor must agree to deliver quality customer service to the City and its employees, and follow all applicable regulations and industry standards. Any problems related to servicing the contract, the employees, or the City with regard to billing procedures must be rectified immediately.

b) The contractor shall submit separate invoices for payment as directed by the City. Invoices should include the contract number and will be itemized in accordance with the components of the contract. Payment will not be due until thirty (30) days after the date the above instruments are submitted or the work is actually performed, whichever is later.

c) If invoices have not been paid by the due date, the contractor will submit an overdue reminder notice. The City reserves the right to review all of the contractor’s invoices after payment and recover any overpayments discovered in such review.

2. Continuity of Coverage: All employees and dependents covered by the current plan are to receive immediate coverage under the new plan starting on October 1, 2026. Fair credit will be allowed for all or any part of deductibles, coinsurance, etc., satisfied between January 1, 2026, and the October 1, 2026, effective date. Credit is to be given for accumulated deductible and coinsurance.

3. Claims Experience Monitoring: The contractor shall provide monthly reports to the Benefits Consultant HUB

International in order to allow the city to monitor claims experience on a monthly basis.

4. The proposal is to be based on the proposed plan of benefits.

5. The proposal is to be based upon the census provided with the RFP by the Benefits Consultant HUB International.

6. All participants enrolled in the Employee Benefits Plan as of September 30, 2026, are to receive immediate coverage under the new plan starting on October 1, 2026. All health services incurred on or after October 1, 2026, for currently enrolled participants are to be eligible expenses. The City’s enrollment records are to be the basis for “take-over.”

7. All Respondent proposal offerings will comply with the Patient Protection and Affordable Care Act of 2010 as well as any other applicable federal, state, and local laws.

8. Medical/Rx and Dental coverage for eligible employees becomes effective on the 1st day of employment, and terminates at the end of the month in which the employer notifies the insurance provider.

9. This RFP is for a five-year contract. A five-year rate guarantee or a three-year rate guarantee with renewal options for years 4 and 5 or a one-year contract with options for four one-year renewals will be considered. If it is the Respondent’s intent to increase rates at the renewal date, the City must be notified of the maximum increase for each renewal period and the basis for calculating the increase. The City must be notified of renewal rates at least one hundred and twenty (120) days prior to the effective date of the rate change.

10. Premium Costs: All premium costs related to the RFP must be clearly defined, and all deviations from the specifications must be clearly identified and explained on the Submittal Exceptions Form in Appendix B.

11. Legal Consideration: All parties submitting proposals are expected to comply with all federal, state, and local laws and regulations pertaining to the preparation of proposals and the services to be provided. Specifically, the services to be provided are expected to be in compliance with the Americans with Disabilities Act (ADA), insurance laws and insurance regulations. All submitted proposals will be presumed to be in compliance with applicable laws.

12. Carrier Information: It is expected that those submitting proposals will provide full disclosure on the insurance carriers who will be used for each coverage requested. Failure to provide this information may result in disqualification or rejection of the proposal.

3. SUBMITTAL INSTRUCTIONS AND REQUIREMENTS

A. Submittal Instructions

Proposals shall be organized and submitted in the format and order as outlined below. All information in the proposal must be clearly explained. Failure to provide requested information may result in the City, at its sole discretion, disqualifying the proposal from further consideration.

Do not enclose preprinted sales materials in place of a response. These materials will not be considered a response to the requirements.

If the proposal contains trade secrets or confidential information, the Respondent must specifically list that portion as confidential. All other parts of the proposal are open for public viewing after a contract has been awarded.

1. GENERAL REQUIREMENTS VENDOR QUESTIONNAIRE

Download and complete the electronic General Requirements Vendor Questionnaire in Excel format on the Bonfire portal at https://cityofcorinth.bonfirehub.com

The following information will be required to complete the questionnaire:

2. SPECIFY WHICH COVERAGES YOU ARE PROPOSING

3. COMPLIANCE WITH THE RFP SUBMISSION REQUIREMENTS

a. Proposal shall comply with all submittal requirements detailed in this RFP (deliverables, etc.).

4. STAFF AND EXPERIENCE. Provide the name(s) and resume(s) or a brief professional history of key staff that would be assigned to the City. The resume or professional history for each employee shall describe the individual’s previous experience with like products/services.

5. REFERENCES. Demonstrate your company’s capabilities and competence in providing employee benefits by providing at least three (3) past or current references where like products/services have been provided for municipalities with 150+ lives. Include the following information:

• Project and Client’s Name

• Client Contact Person with telephone number and email address

• Description of the Project (e.g., number of covered employees, benefits plans/programs)

• Length of service provided to the Client

It is the Respondent’s responsibility to provide valid reference information. The City reserves the right to use reference checks in its evaluation of proposals.

6. TRANSITION/IMPLEMENTATION PLAN. Provide a detailed description of the steps Respondent will take to ensure a successful transition to a new carrier, if applicable.

7. DISCLOSURES – All forms are located in Bonfire.

a. Respondents must disclose any pending litigation or lawsuits.

b. Respondent shall provide proof of insurance meeting the requirements of Appendix A, attached hereto.

c. Provide copy of Form 1295 Certificate of Interested Parties. All respondents must file the form electronically at https://www.ethics.state.tx.us/filinginfo/1295/ and submit a signed copy of the form to the City with their proposal. (See sample in Appendix B)

d. All respondents must complete the Conflict of Interest Questionnaire and submit a signed copy with their proposal. (Form provided on the Bonfire portal)

8. COMPLETE AND SIGN ALL FORMS IN APPENDIX B

a) Acknowledgment of Addenda, if applicable

b) Submittal Exception Form

c) Insurance Certificate

d) Submission Forms Medical/Rx and Dental Questionnaire (Download and Complete Submission Forms-

Medical and Dental Questionnaires in Excel format on the Bonfire portal at https://cityofcorinth.bonfirehub.com

e) Form 1295 Filed Electronically – Signed

f) Conflict of Interest Questionnaire – (CIQ Form)

g) Signed Medical/Rx and Dental Services Attestation Form

h) Signed Certification Form

i) House Bill 89

j) Vendor References

9. SUBMIT PROVIDER DISRUPTION REPORT

10. SAMPLE MATERIALS

Samples of requested communication materials and reports must be submitted through the Bonfire portal.

11. SERVICE AGREEMENT

Insert any agreement(s), if applicable, that require approval by the City, as well as a complete copy of your proposal.

The awarded contract will consist of the City’s Request for Proposals (RFP #1189), the Respondent’s proposal, and the written agreement(s) as applicable.

This is an additional requirement and not intended to be used in place of other submittal requirements contained in this RFP.

https://www.ethics.state.tx.us/filinginfo/1295/

EVALUATION PROCEDURES

A. Evaluation Criteria

The City will review all proposals for completeness based on the requirements in this RFP. Proposals found to be incomplete or that fail to address the needs of the City may not be evaluated.

Submitted proposals will be evaluated in accordance with the requirements defined in the RFP. The contract will be awarded to the Respondent whose proposal is determined to be the most advantageous to the City, relative to price, qualifications, and quality of services, as set forth in the evaluation criteria below.

In addition to cost, the City of Corinth is looking for carriers who can provide a high level of service and whose products hold with long-term cost containment goals.

Length: 5 Years

Option I: 5-Year rate guarantee Option II: 3-Year rate guarantee with renewal options for years 4 and 5

Option III: 1-Year rate guarantee with 4 renewal options

1. Cost (30%)

a) Fixed Costs: includes insurance costs and administrative costs

b) Variable Costs: costs stated as a percentage of paid claims, cost management

c) Ability to reduce claims expense (Disease Management and Wellness Initiatives)

2. Financial Stability (20%)

a) Insurance Company, A.M. Best Rating

3. Communication (5%)

a) Educational material for employees

b) Summary Plan Description capabilities

c) Administrative kits for locations

d) Bilingual capability

4. Claims Processing (20%)

a) Turnaround time excluding medical review of claims

b) Pended claims procedures

c) Statistical accuracy

d) General service procedures

e) Willingness to contractually establish performance criteria

5. Claims Management Reports (10%)

a) Frequency of claims reports

b) Format of claims reports

c) Access to claims reports

6. Integrated Systems / Technology Initiative (10%)

Integrated systems linked to database are integral to the carrier selection. The following components make up the whole of an integrated system:

a) Eligibility

b) Utilization review

c) Claims function

d) Claims payment

e) Electronic claims inquiry

f) Employer and employee self service

7. References (5%)

The City reserves the right to:

• require additional technical and pricing information, and

• have discussion with Respondents regarding all elements which comprise the Respondent’s proposal, and

• accept all or part of any proposal, or

• reject any or all proposals, and

• re-solicit for proposals.

The City may elect to conduct interviews with the respondents deemed to be in the competitive range for award. If discussions are held, respondents identified in the competitive range will be given equal opportunity to discuss and submit revisions to their proposals. Revisions of proposals are accomplished by formally requesting Best and Final Offers (BAFOs) at the conclusion of discussions with a deadline set for receipt of BAFOs and including instructions as to exactly what should be submitted in response to the BAFO. After consideration of all BAFO responses, The City will select the top ranked respondent and will enter into contract negotiations.

Proposals may not be withdrawn or canceled for a period of 90 days following the date designated for the receipt of proposals, and Respondents so agree upon the submission of their proposals. Respondents are expected to examine all instructions, specifications, requirements, terms and conditions prior to submitting their proposal. Failure to do so will be at the Respondent’s risk. At the City’s request, Respondents may be selected for in-person presentations. All proposals and related materials become the property of the City.

4. COVERAGE / FUNDING MATRIX

Coverage In force or Proposed

Contributory Non- Contributory

Funding Part-Time Coverage

Retiree Coverage

Medical/RX Current X X

EO Base Plan Fully

Insured Yes No

Dental Current X X

EO Plan Fully

Insured Yes No

5. PLAN SUMMARIES

MEDICAL

Medical Carrier BCBS BCBS

Core HSA Buy-Up PPO

Current Current

INN Deductible (Ind / Fam) $3,300 / $5,400 $1,000 / $2,000

INN Out-of-Pocket Max $4,000 / $8,000 $3,000 / $6,000

INN Coinsurance - You Pay 10% 20%

INN Hospitalization - You Pay Ded. / 10% Ded / 20%

INN Outpatient Surgery - You Pay Ded. / 10% Ded / 20%

INN Imaging - You Pay Ded. / 10% Ded / 20%

Doctor Visits - You Pay

Preventive Care Covered 100% Covered 100%

Primary Care Ded. / 10% $25 Copay

Specialist

Designated Network: Ded. / 10% Non-Designated Network: Ded. / 40%

Designated Network: $50 Copay Non-Designated Network: Ded. / 40%

Diagnostic Labs Ded. / 10% Covered 100%

Imaging Ded. / 10% Ded / 20%

Virtual Visits / Telemedicine Ded. / 10% $25 Copay

Urgent Care Ded. / 10% $50 Copay

Emergency Room Ded. / 10% $200 Copay + 20%

Prescription Drugs - You Pay

Generic / Preferred Brand / Non-Preferred Brand

Generic / Preferred Brand / Non-Preferred Brand

Retail Pharmacy Ded. / 10% $10 / $35 / $70

Mail Order Ded. / 10% $30 / $105 / $210

Specialty Rx Ded. / 10% $100 / $150

OON Coverage Yes Yes

OON Deductible $5,400 / $10,800 $3,000 / $6,000

OON Out-of-Pocket Max $5,400 / $10,800 $6,000 / $12,000

OON Coinsurance - You Pay 40% 40%

DENTAL

DENTAL BENEFITS BCBS

Current

Type I – Preventive Services 100%

Waiting Period None

Oral Examinations Type I (2 per 12 months)

X-rays Type I

- Bite Wings / Full Mouth (Frequency) 1 per calendar year / 1 per 36 months

Cleanings Type I (2 per 12 months)

Space Maintainers Type I (under age 14)

Topical Fluoride Treatment Type I (under age 19)

Sealants Type I (under age 14)

Type II – Basic Services 80%

Waiting Period None

Fillings Type II

Root Canal Treatment Type II

Periodontic Maintenance (Frequency) Type II (2 per 12 months)

Periodontal Surgery Type II- 1 per quadrant per 60 months

Extractions Type II

General Anesthesia Type II

Type III – Major Services 50%

Waiting Period None

Crowns Type III

Inlays and Onlays Type III

Removable / Fixed Bridge-Work Type III

Partial or Complete Dentures Type III

Denture Relines / Rebases Type III

Implants Type III

Type IV - Orthodontia 50%

Waiting Period None

Orthodontia Lifetime Maximum $1,000

Orthodontia Eligibility Child Only (under age 19)

Calendar Year Deductible Applies to Type II & IIII

Individual / Family $50 / $150

Dental Annual Maximum $2,000

Preventive Max Waiver Not Included

UCR Out of Network Percentile 90th Percentile

6. RATE HISTORY

MEDICAL RATE HISTORY

10/1/2023 (BCBS) HDHP – HSA Base Copay – Buy Up EE Only $733.48 $816.93

EE + SP $1,594.89 $1,776.36

EE + CH $1,325.64 $1,476.47

EE + Family $2,342.55 $2,609.09

10/1/2024 (BCBS) HDHP – HSA Base Copay – Buy Up EE Only $815.27 $908.02

EE + SP $1,772.72 $1,974.42

EE + CH $1,473.45 $1,641.10

EE + Family $2,603.75 $2,900.00

10/1/2025 (BCBS) HDHP – HSA Base Copay – Buy Up EE Only $928.22 $1,079.21

EE + SP $2,018.30 $2,346.65

EE + CH $1,677.60 $1,950.49

EE + Family $2,964.50 $3,446.72

DENTAL RATE HISTORY

10/1/2023 (BCBS) DPPO

EE Only $36.43

EE + SP $73.24

EE + CH $77.03

EE + Family $124.97

10/1/2024 (BCBS) DPPO

EE Only $36.43

EE + SP $73.24

EE + CH $77.03

EE + Family $124.97

10/1/2025 (BCBS) DPPO

EE Only $39.27

EE + SP $78.95

EE + CH $83.04

EE + Family $134.72

7. CONTRIBUTION STRUCTURE

CONTRIBUTION STRUCTURE – MEDICAL

HSA Plan Medical

Rate

City Contribution

City Contribution

Employee Contribution

Employee $928.22 $928.22 100.0% $0.00

+ Spouse $1,090.08 $752.16 69.0% $337.92

+ Child(ren) $749.38 $517.07 69.0% $232.31

+ Family $2,036.28 $1,405.03 69.0% $631.25

PPO Plan Medical

Rate

City Contribution

City Contribution

Employee Contribution

Employee $1,079.21 $928.22 86.0% $150.99

+ Spouse $1,267.44 $752.16 59.3% $515.28

+ Child(ren) $871.28 $517.07 59.3% $354.21

+ Family $2,367.51 $1,405.03 59.3% $962.48

CONTRIBUTION STRUCTURE - DENTAL

Dental PPO Dental Rate City Contribution

City Contribution

Employee Contribution

Employee $39.27 $39.27 100.0% $0.00

+ Spouse $39.68 $27.38 69.0% $12.30

+ Child(ren) $43.77 $30.20 69.0% $13.57

+ Family $95.45 $65.86 69.0% $29.59

APPENDIX A

GENERAL INFORMATION

INSURANCE REQUIREMENTS

STANDARD TERMS & CONDITIONS

A. GENERAL INFORMATION

1. Confidentiality: All proposals, data, and information submitted to the City of Corinth are subject to public release under the Texas Public Information Act (“Act”) unless exempt from release under the Act. If the proposal contains trade secrets or confidential information, the Respondent must specifically list that portion as confidential. Confidential information, as noted by the Respondent, will not be released unless ordered by a court or the Attorney General pursuant to the Act.

2. Proposal Preparation Cost: All costs associated with the preparation of the proposal will be borne by the respondent.

3. Withdrawal of Proposal: Proposals may be withdrawn prior to the closing time for RFPs, as long as the request is submitted in writing by an authorized representative. Thereafter, all proposals shall remain open and valid for a period of 150 days.

4. Authorized Signature: All proposal forms must be signed by persons who have the legal authority to bind the respondent to the proposed services.

5. Conflicts: To the extent any portion of this section conflicts with the Standard Terms and Conditions, the provisions of this section shall be controlling.

6. Insurance

A. It is highly recommended that Respondents confer with their respective insurance carriers or brokers to determine in advance of Proposal submission the availability of insurance certificates and endorsements as prescribed and provided herein. If a Respondent fails to comply strictly with the insurance requirements, that Respondent may be disqualified from award of the contract. Upon contract award, all insurance requirements shall become contractual obligations, which the successful respondent shall have a duty to maintain throughout the course of this contract.

B. Respondent may, upon written request to the Purchasing Department, ask for clarification of any insurance requirements at any time; however, Respondents are strongly advised to make such requests prior to proposal opening, since the insurance requirements may not be modified or waived after proposal opening unless a written exception has been submitted with the bid.

C. The Contractor shall provide Certificates of Insurance with the coverages and endorsements required to the City as verification of coverage prior to contract execution and within fourteen (14) calendar days after written request from the City. Failure to provide the required Certificate of Insurance may subject the proposal to disqualification from consideration for award. The Contractor must also forward a Certificate of Insurance to the City whenever a previously identified policy period has expired, or an extension option or hold over period is exercised, as verification of continuing coverage.

D. Contractor shall not commence any work or deliver any material until he or she receives notification that the contract has been accepted, approved, and signed by the City of Corinth.

7. Insurance Requirements

Vendors/Contractors shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the vendor, his agents, representatives, employees or subcontractors. The cost of such insurance shall be borne by the vendor. A certificate of insurance meeting all requirements and provisions shall be provided to the City prior to any services being performed or rendered. Renewal certificates shall also be supplied upon expiration.

A. Minimum Scope of Insurance: Coverage shall be at least as broad as:

1. ISO Form Number GL 00 01 (or similar form) covering Commercial General Liability. “Occurrence” form only, “claims made” forms are unacceptable. Policy must include coverage for:

a. Premises/Operations

b. Broad Form Contractual Liability

c. Products and Completed Operations

d. Personal Injury

e. Broad Form Property Damage

f. Independent Contractors

2. Workers Compensation insurance as required by the Labor Code of the State of Texas, including Employers’ Liability Insurance. Worker’s Compensation /Employers' Liability insurance is only required if contractor/vendor will use their own employees for the provision of General or Professional services under the contract

3. Automobile Liability as required by the State of Texas, covering all owned, hired, or non-owned vehicles. Automobile Liability is only required if vehicle(s) will be used under the contract.

4. Professional Liability, also known as Errors and Omissions Coverage. Professional Liability is only required for Professional Services contracts.

B. Deductibles and Self-Insured Retentions: Any deductible or self-insured retention in excess of $10,000 must be declared to and approved by the City.

C. Other Insurance Provisions: The policies are to contain, or be endorsed to contain the following provisions.

1. General Liability and Automobile Liability Coverage:

a. The City, its officers, officials, employees, boards and commissions and volunteers are to be added as “Additional Insured’s” relative to liability arising out of activities performed by or on behalf of the vendor/contractor, products and completed operations of the vendor, premises owned, occupied or used by the vendor/contractor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, officials, employees or volunteers.

b. The vendor/contractor insurance coverage shall be primary insurance in respects to the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be in excess of the vendor’s insurance and shall not contribute with it.

c. Any failure to comply with reporting provisions of the policy shall not affect coverage provided to the City, its officers, officials, employees, boards, and commissions or volunteers.

d. The vendor/contractor insurance shall apply separately to each insured against whom the claim is made or suit is brought, except to the limits of the insured’s limit of liability.

2 Workers Compensation and Employer’s Liability Coverage: The insurer shall agree to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses arising from work performed by the vendor for the City.

3. All Coverage: Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled or non-renewed by either party, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given the City. In the event the companies providing the required insurance are prohibited by law to provide any such specific endorsements, the vendor/contractor shall provide at least thirty (30) days prior written notice to the City of any cancellation, non-renewal and/or material changes to any of the policies of insurance. Failure to provide notification shall be deemed a default and/or breach of contract.

4. The City may request different limits of coverage depending on the scope or cost of the project.

D. Acceptability of Insurers: The City prefers that insurance be placed with insurers with an A.M. Best’s rating of no less than A-VI, or better.

E. Verification of Coverage: Vendor/Contractor shall provide the City certificates of insurance indicating the coverage required. The certificates are to be signed by a person authorized by that insurer to bind coverage on its behalf. Certificates of Insurance similar to the ACORD Form are acceptable. City will not accept Memorandums of Insurance or Binders as proof of insurance. The City reserves the right to require complete, certified copies of all required insurance policies at any time.

F. Insurance Waiver Request. Vendors/contractors requesting a waiver of the minimum limits of insurance identified in section 1.1.B, 1.2.B, or 1.3 B must submit the request in writing. Please note, commercial general liability cannot be waived. Requests to waive other coverage requirements will be considered in the bid evaluation process. The vendor/contractor must also complete, sign, and return the Release Agreement form to the Purchasing Office prior to authorization to perform services for the City.

7.1 PROFESSIONAL SERVICES REQUIREMENTS

A. Definition: Professional Services are defined as services performed by consultants or other professionals, including but not limited to: Accountants, Attorneys, Architects, Engineers, Surveyors, Veterinarians, Real Estate Appraisal, Optometry, Landscape Architects, Medical Doctors, and Materials Testing.

B. Minimum Limits of Insurance:

1. Commercial General Liability: $500,000 per occurrence / $2,000,000 in the aggregate for third party bodily injury, personal injury and property damage. Policy must include coverage listed in Section 7.A.1.

2. Workers Compensation and Employer’s Liability: Workers Compensation limits as required by the

Labor Code of the State of Texas and Statutory Employer’s Liability minimum limits of $100,000 each accident, $300,000 Disease - Policy Limit, and $100,000 Disease – Each Employee.

3. Automobile Liability: $500,000 Combined Single Limit. Limits can only be reduced if approved by the

City. Automobile liability shall apply to all owned, hired, and non-owned autos. Automobile Liability is only required if vehicle(s) will be used under the contract. (NOT REQUIRED FOR THIS CONTRACT)

4. Professional Liability: Also known as Errors and Omissions: $1,000,000 per occurrence and in the aggregate. “Claims made” policy is acceptable coverage which must be maintained during the course of the project, and up to two (2) years after completion and acceptance of the project by the City.

STANDARD TERMS AND CONDITIONS

The terms and conditions shall apply to all goods or services procured by the City and shall be incorporated into and be a part of any bids/proposals submitted to the City of Corinth for the goods and/or services specified. No other terms and conditions shall apply unless approved in writing by the City of Corinth, Texas.

1. ADDENDA: Any interpretations, corrections or changes to the information or specifications will be made by addenda. Sole issuing authority of addenda shall be vest in the City of Corinth Purchasing Agent. Addenda will be posted at https://cityofcorinth.bonfirehub.com. It is the responsibility of the Respondent to check the Bonfire website for addenda. Respondents shall acknowledge receipt of all addenda by submitting a signed copy with their bid/proposal.

2. ADVERTISING: The successful Respondent shall not advertise or publish, without the City’s prior approval, the fact that the City has entered into a contract, except to the extent necessary to comply with proper requests for information from an authorized representative of the Federal, State, or local government.

3. ALTERING BID/PROPOSAL PRICING: Prices offered shall be submitted for units of quantity as specified in the bid/proposal document, extended and totaled. In the case of a discrepancy in the extended price, the unit price shall govern and control. Any alteration, strike-through or erasure made prior to bid/proposal opening shall be initialed by the signer of the bid/proposal, guaranteeing authenticity.

FOR BIDS ONLY: Prices offered cannot be altered or amended after the submission deadline. Bids may not be changed for the purpose of correcting an error in bid price after bid opening.

4. ASSIGNMENT: The successful respondent shall not sell, assign, transfer or convey the awarded contract, in whole or in part, without the prior written consent of the City.

5. AWARD: The City reserves the right to award by line item, section, or by entire bid/proposal; whichever is most advantageous to the City.

The City may also consider administration costs when awarding to multiple vendors.

The City may award bids/proposals to the lowest responsive responsible vendor(s), or to the vendor(s) who provides goods or services at the best value to the City. If using the best value method, the selection criteria will be clearly identified in the bid/proposal document. The best value method may take into consideration, in whole or in part, by way of illustration and not limitation, the following criteria:

A. The purchase price;

B. The reputation of the respondent and of the respondent’s goods or services;

C. The quality of the respondent’s goods or services;

D. The extent to which the goods or services meet the City’s needs;

E. The respondent’s past relationship with the City;

F. The total long-term cost to the City to acquire the respondent’s goods or services;

G. Any relevant criteria specifically listed herein.

6. BID/PROPOSAL SUBMITTAL: The City utilizes Bonfire to advertise and receive bids/proposals electronically.

Bids will be received in hard copy; or electronically through Bonfire as specified in the bid/proposal packet.

Electronic submittals must be submitted through the Bonfire portal at https://cityofcorinth.bonfirehub.com; and must include all required information and attachments; with required signatures. All response documents must be uploaded and included with your submittal in order to be considered.

Hard copy bids must include all required information and attachments; with required signatures; and must be submitted in a sealed envelope or package to the office of the Purchasing Agent, 3300 Corinth Parkway, Corinth, Texas 76208. (Not applicable for this RFP).

7. BRAND NAME, CATALOG OR MANUFACTURER’S REFERENCE: Any reference to brand name, catalog or manufacturer’s reference is used to be descriptive, not restrictive, and is indicative of the type and quality the City desires to purchase. Bids/proposals on similar items of like quality may be considered if the bid/proposal is noted and fully descriptive brochures are enclosed. If notation of substitution is not made, it is assumed the respondent is proposing exact item specified. Successful respondent will not be allowed to make unauthorized substitutions after award.

8. CHANGE ORDERS: No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. The City of Corinth’s Purchasing Agent will make all change orders to the contract in writing as allowed by law.

9. COMMUNICATION: The successful respondent shall direct all contact with the City through the Contract Administrator identified in the Contract. The Respondent will not directly respond to, make inquiries of, survey or solicit information from, or otherwise interact with any departments, divisions, employees, or agents of the City unless specifically approved, or requested by the Contract Administrator.

10. COMPANIES ENGAGED IN BUSINESS WITH IRAN, SUDAN, OR FOREIGN TERRORIST ORGANIZATION: Pursuant to Texas

Government Code Chapter 2252, Subchapter F, Seller affirms that it is it not identified on a list created by the Texas Comptroller of Public Accounts as a company known to have contracts with or provide supplies or services to a foreign terrorist organization.

11. CONFLICT OF INTEREST: In compliance with Local Government Code §176.006, all vendors shall file a completed Conflict of Interest Questionnaire with the City’s Purchasing Office.

12. CONTRACT ADMINISTRATOR: Under the contract, the City may appoint a contract administrator with designated responsibility to ensure compliance with contract requirements, such as but not limited to, acceptance, inspection and delivery. If appointed, the administrator will serve as liaison between the City and the successful contractor.

13. CONTRACT ENFORCEMENT:

A. The City reserves the right to enforce the performance of any contract that results from an award of this bid/proposal packet. Enforcement shall be in any manner prescribed by law or deemed to be in the best interest of the City in the event of breach or default of the contract.

Breach of contract authorizes the City to make an award to another respondent, purchase the service elsewhere and to charge the full increase in cost and handling to the defaulting contractor. Additionally, the City will remove the defaulting contractor from the City's list of approved vendors for a period of two years.

B. Respondents who submit proposals for this service agree that the City shall not be liable to prosecution for damages in the event that the City declares the successful contractor in default.

C. Any notice provided by this bid/proposal packet (or required by law) to be given to the successful Respondent by the City shall be conclusively deemed to have been given and received on the next day after such written notice has been deposited in the mail at the City of Corinth, by Registered or Certified mail with sufficient postage affixed thereto, addressed to the successful Respondent at the address provided in the bid/proposal; this shall not prevent the giving of actual notice in any other manner.

D. The successful Respondent and the City agree that both parties have all rights, duties and remedies available as stated in the Uniform

Commercial Code (UCC). In case of a conflict between the terms of this bid/proposal packet and the UCC, the bid/proposal packet will control.

14. DELIVERY:

A. Delivery date is important to the City and may be required to be a part of each bid/proposal. The City considers delivery time to be that period elapsing from the time the individual order is placed until that order is received by the City at the specified delivery location. The delivery date indicates a guaranteed delivery to the City of Corinth. Failure of the respondent to meet guaranteed delivery dates or service performance could affect future City orders.

B. The City may reject and refuse any delivery, which falls below the quality designated in the specifications. The cost of return and/or replacement will be at the Respondent’s expense.

C. The City reserves the right to demand bond or penalty to guarantee delivery by the date indicated. If order is given and the Respondent fails to furnish the materials by the guaranteed date, the City reserves the right to cancel the order without liability on its part. Pricing shall include all charges for freight, F.O.B. inside to specified delivery location.

D. Whenever the Contractor encounters any difficulty which is delaying or threatens to delay timely performance (including actual or potential labor disputes), the Contractor shall immediately give notice thereof in writing to the Purchasing Agent, stating all relevant information with respect thereto. Such notice shall not in any way constitute a basis for an extension of the delivery or performance schedule or be construed as a waiver by the City of any rights or remedies to which it is entitled by law or pursuant to provisions herein. Failure to give such notice, however, may be grounds for denial of any request for an extension of the delivery or performance schedule because of such delivery.

15. ETHICS: The Respondent shall not offer or accept gifts or anything of value nor enter into any business arrangement with any employee, official, or agent of the City except in accordance with City Policy.

16. EXCEPTIONS/SUBSTITUTIONS: All proposals meeting the intent of this bid/proposal packet will be considered for award. Respondents taking exception to the instructions, specifications, terms and conditions or offering substitutions, shall state these exceptions in the section provided or by attachment as part of their bid/proposal. The absence of such a list shall indicate that the Respondent has not taken exceptions and shall hold the Respondent responsible to perform in strict accordance with the instructions, specifications, terms and conditions of the bid/proposal packet. The City of Corinth reserves the right to accept any and all or none of the exception(s)/substitution(s) deemed to be in the best interest of the City.

17. FELONY CRIMINAL CONVICTIONS: The Respondent represents and warrants that neither the Respondent nor the Respondent’s employees have been convicted of a felony criminal offense, or under investigation of such charge, or that, if such a conviction has occurred, the Respondent has fully advised the City as to the facts and circumstances surrounding the conviction.

18. FORCE MAJEURE: Force majeure is defined as an act of God, war, strike, fire or explosion. Neither the successful Respondent nor the City is liable for delays or failures of performance due to force majeure. Each party must inform the other in writing with proof of receipt within three

(3) business days of the occurrence of an event of force majeure.

19. INDEMNITY AGREEMENT: The Contractor hereby agrees to and shall indemnify, hold harmless, and defend the City, its officers, agents and employees from and against any and all claims, losses, damages, demands, causes of action, suits and liability of every kind, including all expenses of litigation, court costs and attorneys' fees, for injury to or death of any person, for loss of use or revenue, or for damage to any property arising out of or in connection with the actual or alleged malfunction, design or workmanship in the manufacture of equipment, the fulfillment of this Contract, or the breach of any express or implied warranties under this Contract. Such indemnity shall apply where the claims, losses, damages, causes of action, suits or liability arise in part from (i) the negligence of the Contractor, and/or their respective officers, agents and/or employees or (ii) the negligence of the Contractor, its officers, agents and employees. It is the expressed intention of the parties hereto, both Contractor and the City, that the indemnity provided for in this paragraph is indemnity by Contractor to indemnify and protect the City from the consequence of (I) the Contractor’s own negligence where that negligence is the cause of the injury, death, or damage. Furthermore, the indemnity provided for in this paragraph shall have no application to any claim, loss, damage, cause of action, suit and liability where in injury, death or damage results from the negligence of the City. In the event any action or proceeding is brought against the City by reason of any of the above, the Contractor agrees and covenants to defend the action or proceeding by counsel acceptable to the City.

The indemnity provided for herein shall survive the termination or expiration of this Contract.

20. INVOICES: Each invoice shall be fully documented as to the Contractor’s/vendor’s name and address, receiving department’s name and address, labor, materials and equipment provided, if applicable, and must reference the City of Corinth purchase order number in order to be processed. No payments shall be made on invoices not listing a purchase order number. Invoices shall be mailed directly to the City of Corinth, Attention: Accounts Payable, 3300 Corinth Pkwy., Corinth, Texas, 76208.

21. LATE SUBMITTALS: The City will reject late bids/proposals. The City is not responsible for lateness or non-delivery of mail, carrier, etc. and the date/time stamp in the Purchasing Office shall be the official time of receipt. The Respondent is responsible for ensuring that packets are delivered to the Purchasing Office. Respondents may confirm receipt of packets by contacting Cindy Troyer, Purchasing Agent at 940-498- 3286.

22. MINIMUM STANDARDS FOR RESPONSIBILITY: A prospective vendor must affirmatively demonstrate responsibility. The City may request representation and other information sufficient to determine respondent’s ability to meet the minimum standards including but not limited to:

A. Have adequate financial resources or the ability to obtain such resources.

B. Ability to comply with the required or proposed delivery schedule.

C. Have a satisfactory record of performance.

D. Have a satisfactory record of integrity and ethics.

E. Be otherwise qualified and eligible to receive an award.

23. NO BOYCOTT OF ISRAEL: Pursuant to Texas Government Code Chapter 2270, the successful Respondent agrees that acceptance of these Terms & Conditions serves as written verification that Contractor: (i) either meets an exemption criteria under Section 2270.002; or it does (1) does not boycott Israel, as defined by Texas Government Code Section 808.001; and (2) will not boycott Israel during the term of the contract. This requirement does not apply to companies with fewer than ten full time employees; or contracts that are less than $100,000.00.

24. NO BOYCOTT OF ENERGY COMPANIES: Pursuant to Texas Government Code Chapter 2274, the successful Respondent verifies that it does not boycott energy companies and will not boycott energy companies during the term of this contract. This requirement does not apply to companies with fewer than ten full time employees; or contracts that are less than $100,000.00.

25. NON-APPROPRIATION CLAUSE: If the governing body of the City fails to specifically appropriate sufficient funds to make the payments due in any Fiscal Year under this Contract, an event of non-appropriation ("Event of Non-appropriation") will have occurred, the terms of this Contract will not be renewed, and Contractor or City may terminate this Contract at the end of the then current Fiscal Year, whereupon City will be obligated to pay those amounts then due subject to the provisions herein. Nothing in this Section or elsewhere in this Contract will be deemed in any way to obligate the City or create a debt of City beyond its current Fiscal Year. CONTRACTOR HAS NO RIGHT TO COMPEL CITY TO LEVY OR COLLECT TAXES TO MAKE ANY PAYMENTS REQUIRED HEREUNDER, OR TO EXPEND FUNDS

BEYOND THE AMOUNT PROVIDED FOR IN THE THEN CURRENT FISCAL YEAR OF CITY.

26. NONDISCRIMINATION AGAINST FIREARM AND AMMUNITION INDUSTRIES: Pursuant to Texas Government Code Chapter 2274, the successful Respondent verifies that it does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association and will not discriminate during the term of this contract against a firearm entity or firearm trade association. This requirement does not apply to companies with fewer than ten full time employees; or contracts that are less than $100,000.00.

27. PATENTS/COPYRIGHTS: The successful Respondent agrees to protect the City from claims involving infringements of patents and/or copyrights.

28. PAYMENT: Will be made upon receipt and acceptance by the City for item(s) and/or service(s) ordered and delivered after receipt of a valid invoice, in accordance with the State of Texas Prompt Payment Act, Chapter 2251, Government Code.

29. PRICES HELD FIRM:

A. All prices quoted in the proposals will remain firm for a minimum of 90 days from the date of the proposal unless it is otherwise specified by the City of Corinth.

B. If during the life of the contract, the successful Respondent's net prices to other customers for the items awarded herein are reduced below the contracted price, it is understood and agreed that the benefits of such reduction shall be extended to the City.

30. PURCHASE ORDER: The City shall generate a purchase order(s) to the successful Respondent. The purchase order number must appear on all itemized invoices.

31. QUANTITIES: Quantities indicated on the Bid/Proposal Form are estimates based upon the best available information.