Basic_Life_AD&D,_Vol_Life_AD&D,_STD,_LTD_and_Worksite_Insurance.pdf

City of Waxahachie

Basic Life/AD&D, Vol Life/AD&D, STD, LTD and Worksite

Insurance

RFP-2026-5-3

RESPONSES ARE DUE TO PURCHASING PRIOR TO:

May 29, 2026, 12:30 pm

NO LATE SUBMISSIONS WILL BE ACCEPTED

ELECTRONIC RESPONSES SUBMITTED THROUGH

https://procurement.opengov.com/portal/waxahachie-tx

FOR QUESTIONS CONCERNING THIS SOLICITATION PLEASE CONTACT:

Leila Cole , Purchasing Manager

Phone: (469) 309-4165 Email: lcole@waxahachie.com

Table of Contents

I. Introduction II. Respondent Instructions

III. Project Details IV. Evaluation Criteria V. General Conditions

VI. Vendor Questionnaire & Submissions

1. Introduction

1.1. Summary

The City of Waxahachie is seeking qualified vendors to provide ancillary insurance benefits, including Life, AD&D, Disability, and voluntary worksite products. The goal is to secure competitive, high-quality coverage with strong customer service, rate stability, and efficient implementation for approximately 475 employees. Key priorities include minimizing disruption, enhancing the employee experience, and securing rate stability. A successful vendor will provide efficient implementation, flexible plan options, and reliable claims and customer support.

1.2. Contact Information

Leila Cole, Purchasing Manager

408 S Rogers

Waxahachie, TX 75165

(469) 309-4165 lcole@waxahachie.com

1.3. Timeline

Release Project Date: May 6, 2026

Question Submission Deadline: May 20, 2026, 10:00am

Response Submission Deadline: May 29, 2026, 12:30pm

There will be a public opening of the submittals at 12:35 PM Central Time on May 29th,2026 through an online TEAMS audio meeting. Only the names of the firms that submitted a response will be read out loud and published on the OpenGov portal.

All submittals will be kept confidential during the evaluation process and prior to the contract award.

TEAMS Audio Meeting:

Dial in number: 469-998-7643

Phone Conference ID: 751 982 535#

2. Respondent Instructions

2.1. Important Instructions for Electronic Submittals

The City of Waxahachie requires electronic submittals for this Solicitation. Before the

Respondent can submit their electronic response to this solicitation, they must create a FREE account with OpenGov Procurement by registering online at https://procurement.opengov.com/signup. Once the Respondent has completed their account registration, they must return to this page to view the project details or use the following link https://procurement.opengov.com/portal/waxahachie-tx/projects/259754 . The Respondent should select "Draft Response" and follow the instructions provided to begin submitting their electronic response.

To view all City of Waxahachie project opportunities, use the following link: https://procurement.opengov.com/portal/waxahachie-tx. If you would like to be notified of any future City of Waxahachie project opportunities, select "Subscribe".

Please ensure the following items are included and completed before submitting your proposal:

1. Using the Vendor Submissions Section on OpenGov, answer all of the required questions provided.

2. Please complete the provided conflict of interest questionnaire and upload the completed document.

3. Please provide the company's most recent signed W-9.

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/waxahachie-tx/projects/259754 https://procurement.opengov.com/portal/waxahachie-tx/projects/259754

4. Please use the final question on the Vendor Submissions Section to submit your proposal and required documents.

2.2. Instructions to Respondents

This Request for Proposal (RFP- Best Value Proposal is Awarded) will be available online through https://procurement.opengov.com/portal/waxahachie-tx from the date issued until the due date and time provided. Any subsequent addendums and/or attachments will be added to the website listed above.

All submittals must be received no later than 12:30 pm Central Time on Friday, May 29, 2026.

Late submissions will not be accepted.

Electronic submittals are required through our online electronic bidding system https://procurement.opengov.com/portal/waxahachie-tx

Solicitation Questions

Questions regarding this solicitation shall be submitted online using the OpenGov electronic bidding system or shall be emailed to the City’s Purchasing Manager at Purchasing@waxahachie.com with the solicitation number in the subject line no later than

10:00 am Central Time, Wednesday, May 20, 2026.

The City’s response to the questions shall be provided to all respondents through an addendum and will be bound with and made a part of the contract documents. No other explanation or interpretation will be considered official or binding. Respondents shall not contact any City staff except those designated in this solicitation or subsequent addendums. Noncompliance with this provision may result in the rejection of the submittal.

A copy of all questions in the addendum format shall be posted online through https://procurement.opengov.com/portal/waxahachie-tx. The City of Waxahachie shall

NOT be held liable for any costs incurred by any respondent for work performed in preparation of and production of the submittal or for any work performed prior to the execution of an awarded contract.

Any submittal may be withdrawn or a revised submittal provided prior to the submittal deadline.

Solicitation Opening

There will be a public opening of the submittals at 12:35 PM Central Time on May 29th,2026 through an online TEAMS audio meeting. Only the names of the firms that submitted a response will be read out loud and published on the OpenGov portal. All submittals will be kept confidential during the evaluation process and prior to the contract award.

TEAMS Audio Meeting:

Dial in number: 469-998-7643 https://procurement.opengov.com/portal/waxahachie-tx https://procurement.opengov.com/portal/waxahachie-tx https://procurement.opengov.com/portal/waxahachie-tx https://procurement.opengov.com/portal/waxahachie-tx mailto:Purchasing@waxahachie.com

Phone Conference ID: 751 982 535#

2.3. Contract Award and Contract Terms

Contract Award

All submissions received from qualified, responsible, and responsive respondents will be evaluated fully to ascertain which respondent provided a response most advantageous to the

City. The City reserves the right to enter into an agreement with a single award, split awards, non-award, or use any combination that best serves the interest and at sole discretion of the

City.

Any contract awarded in pursuant to this solicitation is not assignable. The awarded

Contractor(s) shall not sell, assign, transfer, sub-contract, or convey this contract, in whole or in part, without the prior written consent of the City of Waxahachie.

The City reserves the right to accept and/or reject any and all submitted responses or any part thereof, waive immaterial errors, waive any irregularities or informalities in the submittal received, and award the contract in the best interest of the City.

Respondents shall promptly notify the City of any omissions, ambiguity, inconsistency, or error that they may discover upon examination of this solicitation. 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.

Any submitted responses may be withdrawn or a revised submission may be substituted prior to the submittal deadline. The solicitation documents submitted to the City cannot be altered, amended, or withdrawn by the Respondent after the submittal deadline, unless such alteration, amendment or withdrawal notice is approved in writing by the Purchasing Manager.

An opened response may not be changed for the purpose of correcting any error by the

Respondent or Respondent’s agent. Any ambiguity in the submittal as a result of omission, error, lack of clarity or noncompliance by the Respondent with specifications, instructions, and all conditions shall be construed in the favor of the City. If the unit prices and their extensions do not coincide, the City may accept the price most beneficial to the City, and the Respondent will be bound thereby.

Contract Term

The City intends to enter into a contract starting October 1st 2026 with the awarded Contractor for a period of one (1) year with four (4) additional one (1) year term renewal options. The contract will automatically renew unless either party provides a written cancellation notice at least ninety (90) days before the active term end date. The contract pricing must be valid for at least the first full year of the contract.

Any price increases, when renewing the agreement, must be submitted to the City at least one hundred and twenty (120) days prior to a potential renewal. The price increase agreement must be signed by both parties and agreed upon before the price adjustment will be considered for any future invoices as well as the effective date of the increase. If there is a failure between the

City and Contractor to agree to the price adjustment request, this may result in a termination of the Contract.

Contract Termination

If at any time, the successful Contractor fails to fulfill or abide by the terms, conditions, specifications, or performance requirements of this solicitation, or any contract awarded and entered pursuant thereto, the City reserves the right to deduct charges from successful

Contractor’s invoice at the time it is due; or Cancel the contract at the City’s convenience, without penalty, by furnishing written notice of termination to Contractor, and select another

Contractor and award a contract to its Contractor pursuant to the terms thereof.

At the City’s sole discretion, any awarded contract may be canceled or terminated for convenience without penalty at any time by giving the Contractor thirty (30) days written notice. The Contractor may be entitled to payment for services actually performed; to the extent said services are satisfactory.

Availability of Funds

This solicitation is conditioned upon the availability of federal, state, or local funds, which are appropriated or allocated for payment of the requested services. If, during any stage of this contract, funds are not allocated and available for the requested services, the contract will be canceled. The City will notify the Contractor at the earliest possible time if this occurs.

3. Project Details

3.1. Scope of Work

The selected vendor(s) will provide ancillary insurance products and services, including Basic and Voluntary Life and AD&D, Short- and Long-Term Disability, and voluntary worksite benefits such as Critical Illness, Accident, and Hospital Indemnity. Services shall include plan design, underwriting, implementation, enrollment support, and ongoing administration.

The vendor will be responsible for claims processing, customer service, reporting, and compliance with all applicable regulations. Additionally, the vendor shall support a smooth transition, provide employee education and enrollment materials, offer technology solutions for enrollment and administration, and ensure timely communication and service to both employees and the City.

Vendors are requested to submit a quote for the following lines of coverage for the City of

Waxahachie for an October 1, 2026, effective date:

• Basic Life and AD&D

• Voluntary Life and AD&D

• Voluntary Long-Term Disability

• Short Term Disability

• Critical Illness

• Accident

• Hospital Indemnity

Primary Industry SIC Code: 9111

Employee Population Approximately 475

Project Producer Lance Pendley, McGriff

Insurance Services

Corporate Location 408 S. Rogers St.

Waxahachie, TX 75165

3.2. Minimum Standards for Responsible Prospective Participants

A prospective Proposer must affirmatively demonstrate Proposer’s responsibility. A prospective

Proposer must meet the following requirements in order to proceed in the process:

• Demonstrate adequate financial resources, or the ability to obtain such resources by providing the most recent fiscal year’s financial statement.

• Demonstrate an ability to comply with the required or proposed delivery schedule.

• Demonstrate a satisfactory record of performance by providing at least 5 references where like products and/or services have been supplied by their firm; preferably municipalities of the same size and demographics. Please include the name of the firm, address, telephone number, and name of the representative.

• Be otherwise qualified and eligible to receive an award by providing appropriate company licenses, certifications, key staff assigned to work with the City, and other pertinent resources.

Proposers must submit documentation supporting minimum standards as indicated above.

Those failing to meet and/or provide documentation as requested will be considered non responsible. The information contained herein is believed to be accurate and up to date but is not intended to be an express or implied warranty.

3.3. Assumptions & Expectations

• The proposal is to be based on the requested plan of benefits.

• There are to be no commissions included in the proposal submission. All rates should be

NET of commissions.

• The City intends to establish an initial one-year contract with up to four (4) additional one-year renewal options, for a total of potential term of five (5) years, subject to acceptable renewal rates.

Multi-Year Rate Guarantees

The City is seeking multi-year rate guarantees for the ancillary coverages included in this RFP, which consist of Critical Illness, Accident, Life and AD&D (basic and voluntary), and short- and long-term disability. Recognizing that rate guarantee practices vary by product and carrier, the

City requests proposers to provide their best offer regarding rate guarantees, including any renewal rate caps or conditions.

Typical industry practices for rate guarantees in ancillary lines are as follows:

• Critical Illness and Accident: 1 to 3-year rate guarantees are common, providing premium stability over the guarantee period.

• Life and AD&D (basic and voluntary): 1 to 2-year rate guarantees are typical, with some carriers offering longer terms depending on group size and risk profile.

• Short- and Long-Term Disability: 1 to 3-year rate guarantees are standard, often accompanied by renewal rate caps to limit premium increases in subsequent years.

Proposers should clearly specify the length of any rate guarantees offered, the terms and conditions that apply, and any renewal rate caps or adjustment mechanisms. The City reserves the right to negotiate the final rate guarantee terms with the selected vendor(s) to best meet the City’s financial planning and risk management objectives.

• Coverage for full-time employees is effective on the date of hire. Coverage terminates at the end of the month in which the employee separates from employment.

• The City is Tax-Exempt and all quoted rates should be exclusive of Texas Sales and Use

Tax.

• It is expected that the vendor will provide timely responses to inquiries from plan participants and providers of service regarding eligibility, status of claim, correspondence, payment, and any other information requested by such parties that will limit the City’s involvement in day-to-day inquiries.

• The City requests that all proposers include technology offset credits and transition credits as part of their proposal. These credits should be clearly outlined and may be applied toward implementation costs, enrollment technology, system integrations, data interfaces, file feeds, communication platforms, or any other administrative or technologydriven services that support the City’s benefits program. Proposers should specify the type, amount, duration, and intended use of any credits offered.

• The City is requesting a true open enrollment for all applicable ancillary products. This includes providing all eligible employees the opportunity to elect coverage without evidence of insurability (EOI) where allowed, subject to carrier guidelines for guaranteed issue. Proposers should clearly state any limitations, exceptions, or guaranteed issue thresholds applicable to this requirement.

3.4. Plan History

Carrier History:

LINE OF COVERAGE CARRIER DATES FUNDING

Basic Life/AD&D and Voluntary Life Voya 10/1/2019 - Present Fully Insured

Short Term Disability and Long-

Term Disability

Voya 10/1/2019 - Present Fully Insured

Critical Illness and Accident Voya 10/1/2019 - Present Fully Insured

Eligibility: Employees are eligible on their date of hire; Regular full-time employees working 30 hours per week. An RFP census is provided upon request, which includes Active Employees.

Proposers must request this information from City’s Purchasing Manager at

Purchasing@waxahachie.com by May 20. 2026.

Life and AD&D, Disability and Worksite Plan History:

The City of Waxahachie currently offers ancillary benefits, including Critical Illness, Accident, Basic Life and AD&D, and Voluntary Life, and short and long-term disability through

Voya, with plan designs as summarized below. Renewal rates are not available at this time and are not expected to be provided through the bid process.

Proposals should match or improve upon the current plan designs and features, including coverage levels, benefit options, and administrative services.

Please see the table below for current monthly rates, effective October 1, 2024:

Product Description

SECTION A - Basic Life & AD&D Employee

Basic Life Rate per $1,000 $0.119

Basic AD&D Rate per $1,000 $0.030

SECTION B - Voluntary Life per $1,000 Employee

<20 $0.061

20-24 $0.061

25-29 $0.061

30-34 $0.069

35-39 $0.100

40-44 $0.130

45-49 $0.198

50-54 $0.332

55-59 $0.595

60-64 $0.913

65-69 $1.513

70+ $2.431

SECTION C - Voluntary Child Child Rate

Voluntary Life/AD&D rate per $1,000 $0.200

SECTION D - Voluntary Accident Monthly

EE Only $6.33

EE + Spouse $10.47

EE + Child(ren) $12.68

EE + Family $16.82

SECTION E - Short Term Disability per $10 Employee

0-39 $0.380

40-49 $0.410

50-59 $0.640

60+ $0.950

SECTION F - Voluntary LTD per $100 Employee

<25 $0.210

25-29 $0.250

30-34 $0.330

35-39 $0.460

40-44 $0.680

45-49 $1.020

50-54 $1.140

55-59 $1.320

60-64 $1.390

SECTION G - Voluntary Critical Illness per

$1,000

Employee

<30 $0.31

30-39 $0.40

40-49 $0.80

50-59 $2.01

60-64 $3.30

65-69 $4.24

70+ $6.41

SECTION G - Voluntary Critical Illness per

$1,000

Child Rate

$5,000 $1.35

$10,000 $2.70

4. Evaluation Criteria

All submissions received from qualified, responsible, and responsive respondents will be evaluated fully to ascertain which respondent provided a proposal most advantageous to the

City. The respondent’s submittal should provide a straightforward, concise description of the respondent’s capabilities to satisfy the requirements listed in this solicitation.

An evaluation committee (“Committee”) will review the submitted proposals. The Committee will evaluate all submissions and ultimately determine a final list of the most competent and qualified respondents.

During the evaluation process, the Committee and the City reserve the right, where it may serve the City’s best interest, to request additional information or clarifications from the respondents. In fairness to all firms, requests for interviews, visits, or presentations prior to the closing time and date will not be permitted. Interviews with selected firms may or may not be requested at the sole discretion of the City after the closing date. Selection may be made strictly from the information provided in the proposal, however, the City of Waxahachie reserves the right to conduct interviews as well as request presentations from any respondents as part of the final selection process.

The proposals will be evaluated on the following criteria and scored on a 100-point basis:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Cost of Services

• Proposed premium rates and rate guarantees

• Second-year rate caps or renewal rate protections

• Transition or implementation allowances and fees.

Cost will be evaluated based on a mathematical formula comparing the total cost to the other proposers' total cost.

Points Based 40 (40% of Total)

2. Product Design and Flexibility

• Coverage options and plan design flexibility (e.g., benefit amounts, riders)

• Portability and conversion options

• Integration capabilities with existing benefits

Points Based 20 (20% of Total)

3. Claims Administration and Customer Service

• Timeliness and accuracy of claims processing

• Ease of claims submission and adjudication (digital tooks, portals)

• Customer service responsiveness and support resources for employees and the employer

• Appeals and dispute reslution processes

• Implementation timeline, transition plan, and level of disruption risk

Points Based 20 (20% of Total)

4. Carrier Experience and Financial Strength

• Experience providing ancillary lines to public entities or similar groups

• Assigned account management team and service model

• Financial ratings (e.g., AM Best, S&P)

• References and client satisfaction

Points Based 15 (15% of Total)

5. Wellness and Employee Engagement Support

• Wellness programs or incentives related to ancillary products

• Educational resources and communication support for employees

Points Based 5 (5% of Total)

5. General Conditions

5.1. Standard Terms and Conditions

The obligations of the parties under a contract awarded through this solicitation will be performed in Ellis County, Texas. Exclusive venue shall be Ellis County, Texas, and any contract awarded under this solicitation shall be governed by the laws of the State of Texas. All work must be in compliance with and conform to any and all applicable state or local laws, ordinances, regulations, codes, rules, policies, and interpretations thereof.

All submittals shall be subject to the Texas Public Information Act Texas Government Code

552 unless the respondent clearly and prominently identifies a particular section in the submittal as proprietary and said item unequivocally qualifies for this exception under the Act as determined by the Texas Attorney General.

Texas Government Code Chapter 176 mandates the public disclosure of certain information concerning persons doing business or seeking to do business with the City of Waxahachie, including affiliations and business and financial relationships such persons may have with City of Waxahachie officers. An explanation of the requirements of Chapter 176, applicable forms, and a complete text of the new law is available at: https://www.ethics.state.tx.us/filinginfo/conflict_forms.htm. By doing business or seeking to do business with the City of Waxahachie, you acknowledge that you have been notified of the requirements of Chapter 176 of the Texas Local Government Code and that you are solely responsible for complying with the information provided.

Once a selection is made and the City has the intent to award, the successful respondent will be required to submit Form 1295 to the State of Texas electronically prior to executing the agreement. https://www.ethics.state.tx.us/filinginfo/1295/

Lobbying of selection committee members, City staff, or City Council members will not be permitted nor tolerated during the solicitation process.

Prohibition of Boycott Israel: By submission of this solicitation response, the Contractor verifies that they will not Boycott Israel and agrees that during the term of this Contract, they will not

Boycott Israel as that term is defined in Texas Government Code 2271. Effective September 1, 2019, this section does not apply if the Vendor is a sole proprietor, a non-profit entity, or a governmental entity; and only applies if: (i) the Vendor has ten (10) or more full-time employees and (ii) this Contract has a value of $100,000.00 or more to be paid under the terms of this Contract.

Prohibition of Boycott of Energy Companies: By submission of this solicitation response, the

Contractor verifies that is does not Boycott Energy Companies and agrees that during the term of this Agreement will not Boycott Energy Companies as that term is defined in Texas

Government Code 2276, as amended. This section does not apply if the Contractor is a sole proprietor, a non-profit entity, or a governmental entity; and only applies if: (i) Contractor has ten (10) or more full-time employees and (ii) this Agreement has a value of $100,000.00 or more to be paid under the terms of this Agreement.

Prohibition of Discrimination Against Firearm Entities and Firearm Trade Associations: By submission of this solicitation response, the Contractor verifies that it does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and (ii) will not discriminate during the term of the contract against a firearm entity or firearm trade association as that term is defined in Texas Government Code 2274. This https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm https://statutes.capitol.texas.gov/Docs/LG/htm/LG.176.htm https://www.ethics.state.tx.us/filinginfo/conflict_forms.htm https://www.ethics.state.tx.us/filinginfo/1295/ https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2271.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2276.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2276.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2274.htm section only applies if: (i) Contractor has ten (10) or more full-time employees and (ii) this

Agreement has a value of $100,000.00 or more to be paid under the terms of this Agreement;

and does not apply: (i) if the Contractor is a sole proprietor, a non-profit entity, or a governmental entity; (ii) to a contract with a sole-source provider; or (iii) to a contract for which none of the submittals from a company were able to provide the required certification.

The Contractor shall be and remain an independent contractor throughout the term of any contract awarded pursuant to this soliciation for all purposes, including but not limited to, the application of the Fair Labors Standards Act minimum wage and overtime payments, Federal

Insurance Contribution Act, the provisions of the Internal Review Code, and all State of Texas revenue, workers compensation, and unemployment insurance laws. The Contractor will retain sole and absolute discretion over the manner and means of carrying out the activities and all responsibilities listed herein. The Contractor agrees that it is a separate and independent enterprise from the City and that it has full opportunity to find other business, that it has made its own investment in its business, and that it will utilize a high level of skill necessary to perform the work. This agreement shall not be construed as creating any joint employment relationships between the Contractor and City, and the City will not be liable for any obligation incurred by the Contractor.

5.2. Contractor Insurance Requirements

Contractors for the City of Waxahachie shall provide the City a certificate of insurance evidencing the coverage and coverage provisions identified herein.

The Contractor hereby covenants and agrees to indemnify, hold harmless, and defend the City, its officers, agents, servants, and employees, from and against any and all claims or lawsuits of any kind or character, whether real or asserted, for either property damage or loss (including alleged damage or loss to contractor’s business, and any resulting lost profits) personal injury, including death, to any and all persons, and damages for claims of intellectual property infringement, arising out of or in connection with this agreement, to the extent caused by the acts or omissions of contractor, its officers, agents, subcontractors, servants or employees.

All insurance and certificate(s) of insurance shall contain the following provisions: (1) name the

City, its officers, agents, and employees as additional insureds as to all applicable coverage with the exception of Workers' Compensation Insurance; (2) provide for at least thirty (30) days prior written notice to the City for cancellation, non-renewal, or material change of the insurance; (3) provide for a waiver of subrogation against the City for injuries, including death, property damage, or any other loss to the extent the same is covered by the proceeds of insurance.

All insurance companies providing the required insurance shall be authorized to transact business in Texas and rated at least “A” by AM Best or other equivalent rating service.

The Contractor shall during the term hereof maintain in full force and affect the following insurance: The City reserves the right to amend or require addition all types depending on the nature of the work.

The successful Contractor shall procure and maintain in force during the terms of any contract awarded pursuant to this solicitation, at its own cost, the following minimum insurance coverage:

Type of Insurance Amount of Insurance Provisions

A. Commercial General

(Public) Liability to include coverage for:

A. Premises/Operations

B. Products/Completed

Operations

C. Independent Contractors

D. Personal Liability

E. Contractual Liability

$1,000,000 each occurrence

$2,000,000 general aggregate

$2,000,000 Umbrella/ Excess

Liability

City to be listed as additional insured and provided 30-day notice of cancellation or material change in coverage.

City requires that insurer be rated A or higher by A.M. Best or equivalent.

Waiver of subrogation

2. Business Auto Liability • $1,000,000 per occurrence

• $1,000,000 aggregate or;

• $1,000,000 combined single limits

City to be named as a additional insured

3. Workers’ Comp &

Employers’ Liability

Statutory Limits

$1,000,000 each accident

Waiver of subrogation

Prior to the execution of any awarded contract by the City, the successful Contractor shall forward Certificates of Insurance to the department contact that will be managing the contract.

The required insurance policies shall be procured and maintained in full force and effect for the duration of the awarded contract. The Certificate Holder shall be the City of Waxahachie at 408

S Rogers St., Waxahachie, TX 75165.

6. Vendor Questionnaire & Submissions

6.1. Authorized Respondent’s Information

6.1.1. Authorized Official's Contact Information*

Please provide the contact Information of the authorized official submitting this response.

-Legal Name

-Title

-Email Address

-Phone Number

*Response required

6.1.2. Response Confirmation*

By clicking "Please confirm" below, hereon affixed, the respondent declares they have read this solicitation entirely and with full knowledge of the requirements, does hereby agree to furnish the services in full accordance with the requirements of this solicitation if selected.

Confirming also indicates the following:

• Person or person’s interest in this solicitation as principals are those named herein.

• I (we) have carefully examined the contents of this solicitation, and its requirements, and agree to the terms stated herein.

• The respondent acknowledges the Conflict of Interest Clause and agrees to follow the necessary requirements.

The undersigned represents that they are authorized to bind the Respondent to fully comply with the terms and conditions of this solicitation's requirements.

☐ Please confirm

*Response required

6.1.3. Conflict of Interest Questionnaire*

Please download the document below and upload the completed questionnaire.

• Form_CIQ_(Conflict_of_Inter...

*Response required

6.2. Company Information

6.2.1. Please provide your company's most recent signed W-9*

Please download the below documents, complete, and upload.

• Blank_W-9_2024.pdf

*Response required https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/1798/07a52eb7-fa3b-431c-bff2-4635ee633b79_Form_CIQ_%28Conflict_of_Interest_Questionnaire%29_-_CIQ.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4ESMMAICD%2F20260506%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260506T130001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjENP%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIEv7M09aUGRK%2F%2BCMe6bFG0TqMALS2EfNY5T8Xk%2FV54MTAiEAmCOOWz0c%2FuH87UU6KsRtAX1CjkKFmpla9K7TQ1o1vr8qlQUInP%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDD1G2iTA2lLYLo1n%2BCrpBEbyjvb9URV4kZZYFfCzZ1TaikEOzRyFox0pD8RhQK%2BMm1bM%2Ba5U%2FnMBCxJrAE6T64B7GF3zXqOr8uPyZVJ5GOjQeVvFaJ4Vo6qgiCc8ifuQkXDlALfcTRHwmIqXr4s6YdIp4k9C5%2BwHdY3hEl5E%2Bctq%2FRWRfK0wbFPlV5uB6uv493MDF4F0Ml9TTCYxC96qnBTAKiJfx2vjJ3GqXTm0vuSazEsJ2ZYsYqmA1PSqyX82mkPVZ0zqYVVJEW3eBHe3dN45d%2FvgA5prSvpdAA4WZy4bdWAGSwx8%2FsCWhnpWftSsi2GOIk827oA%2BXw1gLu3ZENEtpFYCaQQyqq%2ByZQKNTDGkBzOTSFVDfUvPNxt5xkvP32hxwPM%2Bk8SFJuSZvD1EnhUxUo5fvG7AEf0YF%2FLA1eWabda%2BcPE1dQyFHoBaYGBbmg3o0qanSxd3T7UkuqDKH3Fg7uhgQhw17ohGtOra5mFfbsVjVPdQrfX6qBbBI%2FK6wLQOkn0gmDwmtgdDcQPcG%2BXlmWbAEjGVROGUC66Qjg4fvlPN4yK3F5dsN4SewYEnCsAeHYO4C1Pq0G3WTXOiMYd55E8Aq1qa%2FliP5D67aTFti3H6ibDvfzYBBfn0ByOsNjYYkJxMVa57r2Yz%2Bo5SthXCYjiAwm2%2BOBIG9U%2FhSWzCek%2BDfmZSUXtyZyl2SvHK2SBKIYS7IPmc%2FU%2FhkIwvHmy1Zl2Qdu55REodC2PI5N%2BvBU0Pnsdlt0TX%2B3yo7j1aLRnQ%2FbUhSHE42TTjQqAAOACbKt6NLcU005FdtcOVj4J3YUyK9WjjR5f%2BiHHZYxW7yPW8wY1l8YnRMPW%2F7M8GOpkBpEI%2FYFEhopOq2ePkhxbsp32Ml%2Bzu3eNdFraczU03%2BrdgLoE0niRjKhNW01rKhzyv08HNXZXohcZYhBfuPO1lslBqgZ7IPDQJ5jRetl2bwyVUvXg4JXoQ0nsWNFCcwMbDOh0sqCkznkxudBmnOKM7748Ifn0c%2Bavqf7L3hECVcO9OF7dJs30PQ%2FWVBS3T88z6kkWGPdcHRT65&X-Amz-Signature=9eb46844228b9b715b752c422e31fb03a539be7852c809f9b8ebe697883af0e0&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Form_CIQ_%28Conflict_of_Interest_Questionnaire%29_-_CIQ.pdf%22&x-id=GetObject https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/1798/e5cb081b-5538-4635-8db5-e27f194dc508_Blank_W-9_2024.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4ESMMAICD%2F20260506%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260506T130001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjENP%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIEv7M09aUGRK%2F%2BCMe6bFG0TqMALS2EfNY5T8Xk%2FV54MTAiEAmCOOWz0c%2FuH87UU6KsRtAX1CjkKFmpla9K7TQ1o1vr8qlQUInP%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDD1G2iTA2lLYLo1n%2BCrpBEbyjvb9URV4kZZYFfCzZ1TaikEOzRyFox0pD8RhQK%2BMm1bM%2Ba5U%2FnMBCxJrAE6T64B7GF3zXqOr8uPyZVJ5GOjQeVvFaJ4Vo6qgiCc8ifuQkXDlALfcTRHwmIqXr4s6YdIp4k9C5%2BwHdY3hEl5E%2Bctq%2FRWRfK0wbFPlV5uB6uv493MDF4F0Ml9TTCYxC96qnBTAKiJfx2vjJ3GqXTm0vuSazEsJ2ZYsYqmA1PSqyX82mkPVZ0zqYVVJEW3eBHe3dN45d%2FvgA5prSvpdAA4WZy4bdWAGSwx8%2FsCWhnpWftSsi2GOIk827oA%2BXw1gLu3ZENEtpFYCaQQyqq%2ByZQKNTDGkBzOTSFVDfUvPNxt5xkvP32hxwPM%2Bk8SFJuSZvD1EnhUxUo5fvG7AEf0YF%2FLA1eWabda%2BcPE1dQyFHoBaYGBbmg3o0qanSxd3T7UkuqDKH3Fg7uhgQhw17ohGtOra5mFfbsVjVPdQrfX6qBbBI%2FK6wLQOkn0gmDwmtgdDcQPcG%2BXlmWbAEjGVROGUC66Qjg4fvlPN4yK3F5dsN4SewYEnCsAeHYO4C1Pq0G3WTXOiMYd55E8Aq1qa%2FliP5D67aTFti3H6ibDvfzYBBfn0ByOsNjYYkJxMVa57r2Yz%2Bo5SthXCYjiAwm2%2BOBIG9U%2FhSWzCek%2BDfmZSUXtyZyl2SvHK2SBKIYS7IPmc%2FU%2FhkIwvHmy1Zl2Qdu55REodC2PI5N%2BvBU0Pnsdlt0TX%2B3yo7j1aLRnQ%2FbUhSHE42TTjQqAAOACbKt6NLcU005FdtcOVj4J3YUyK9WjjR5f%2BiHHZYxW7yPW8wY1l8YnRMPW%2F7M8GOpkBpEI%2FYFEhopOq2ePkhxbsp32Ml%2Bzu3eNdFraczU03%2BrdgLoE0niRjKhNW01rKhzyv08HNXZXohcZYhBfuPO1lslBqgZ7IPDQJ5jRetl2bwyVUvXg4JXoQ0nsWNFCcwMbDOh0sqCkznkxudBmnOKM7748Ifn0c%2Bavqf7L3hECVcO9OF7dJs30PQ%2FWVBS3T88z6kkWGPdcHRT65&X-Amz-Signature=e32ff972640029312c85899dfd9844ac207adedc99317491b23a415c2a19649c&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Blank_W-9_2024.pdf%22&x-id=GetObject

6.2.2. Full Legal Company Name*

*Response required

6.2.3. Principal Place of Business Address*

*Response required

6.2.4. Principal Place of Business Phone Number*

*Response required

6.2.5. Company Website URL*

*Response required

6.2.6. Person Authorized to negotiate and sign contracts with the city (if different than the Authorized Contact Provided)*

*Response required

6.2.7. Where is the administrative office located that will service the City of Waxahachie's account?*

*Response required

6.2.8. Number of years in business working on similar types of project?* *Response required

6.2.9. State and Date of Incorporation, Partnership, or Ownership Established?* *Response required

6.2.10. Are you a certified Small Business (SBE), Disadvantaged Business Enterprise (DBE), or Historically Under-utilized Business (HUB)?*

☐ Yes

☐ No

*Response required

6.2.11. Please provide your most recently published financial statement and/or Best Insurance rating. (Please provide financial size category.)*

*Response required

6.2.12. Will there be a dedicated customer service unit for the City of Waxahachie? If so, where will it be located and how will it be staffed?*

*Response required

6.2.13. Will there be an individual account manager dedicated to The City of Waxahachie, and if so, where will he/she be located?*

*Response required

6.2.14. Describe the staff that will be handling the City of Waxahachie account. Please provide biographies of each individual in the proposal. *

6.2.15. Have any lawsuits been filed against your organization, relative to your performance of any health services agreement, within the last 3 years? Please describe the nature of any lawsuits, dates, and final outcomes.*

*Response required

6.2.16. Will an Implementation Manager and support team be assigned to lead and coordinate the implementation activities with The City of Waxahachie?*

*Response required

6.2.17. Please outline your proposed implementation timeline and approach, including key steps and how you will support a smooth transition. *

*Response required

6.2.18. What minimum amount of notice time would be required for your Company to meet an October 1, 2026, effective date?*

*Response required

6.2.19. Will you be willing to have representatives available at initial employee educational and enrollment meetings (August/September 2026) as well as future open enrollments, health fairs, and other special requirements? *

*Response required

6.2.20. How long has your organization been doing business in the state of Texas?* *Response required

6.2.21. Please outline any rate guarantees you provide in your proposal.* *Response required

6.2.22. Please outline any performance guarantees included in your proposal, including how they are measured and any penalties or credits if they are not met. *

*Response required

6.2.23. Does your company currently work with Benefitfirst?*

☐ Yes

☐ No

*Response required

6.2.24. Please confirm if you are including any technology credits or transition credits as part of your proposal. If yes, please confirm if they are either one-time or ongoing.*

*Response required

6.3. Cooperative Purchasing

6.3.1. The City of Waxahachie has established several government entity interlocal agreements. Should any of these Government Entities desire to utilize this contract, would you offer the same terms, conditions,specifications, and pricing to that entity? **

☐ Yes

☐ No

6.4. References

Please provide five (5) references who can verify the quality of service your company provides.

The City prefers references from customers/governmental entities with a scope of work similar to the project mentioned in this solicitation in which the respondent has worked in the past three years.

• Company Name Work Was Completed For:

• Company Location:

• Time Period Service was Provided:

• Contact Person and Title:

• Phone:

• Email:

• Description of Contracted Services:

6.4.1. Reference 1*

*Response required

6.4.2. Reference 2*

*Response required

6.4.3. Reference 3*

*Response required

6.4.4. Reference 4*

*Response required

6.4.5. Reference 5*

*Response required

6.5. Claims and Suits

6.5.1. Has your organization ever failed to complete any work awarded to your company?* ☐ Yes

☐ No

*Response required

6.5.2. Are there any judgments, claims, arbitration proceedings, or suits pending or outstanding against your organization or its officers?*

☐ Yes

☐ No

6.5.3. Has your organization filed any lawsuits or requested arbitration regarding awarded contracts within the last five years?*

☐ Yes

☐ No

*Response required

6.5.4. If you have answered "Yes" to any of the claim and suit questions, please provide supplemental information/documents here.*

*Response required

6.6. Life/AD&D

6.6.1. Please describe what information will be needed from the City of Waxahachie human resources staff when a claim is filed.* *Response required

6.6.2. If an individual goes out on disability, please describe your waiver of premium process.*

*Response required

6.6.3. Do you provide financial counseling to beneficiaries? If so, please describe.* *Response required

6.6.4. Do you provide a travel assistance program? If so, please describe.* *Response required

6.6.5. Please describe any other "value-added" or ancillary products and services that are included in the product being bid.*

*Response required

6.6.6. Please describe your approval process for new enrollments as well as enrollments completed during open enrollment. How is the City notified of approvals/declinations? How is the employee notified? What is the timing of this approval/notification process?*

*Response required

6.6.7. If a death claim is denied, please describe how the beneficiary and the employer are notified. Please describe your appeal process for denied claims.*

*Response required

6.6.8. Where is the service center located that will handle the City of Waxahachie’s account? Will the City of Waxahachie have a designated service team? What are the business hours of the service center that will handle the City of Waxahachie account? *

6.6.9. Is this policy portable? If so, when an employee terminates from the City of Waxahachie, what is the process for continuing their coverage, and how will they be billed? Does the coverage remain the same? If the group leaves, do the ported policies remain active? Is there an age limit on portability? *

*Response required

6.6.10. Do you provide standard quarterly reports?*

*Response required

6.6.11. Will you agree to grandfather any existing life amounts in excess of your guaranteed issue level?*

*Response required

6.6.12. Will you allow a true open enrollment on transition and/or annually? Please describe your accelerated death benefit provisions. If so, up to what amount?*

*Response required

6.6.13. When an employee’s salary changes during the year, how are basic life and AD&D benefit amounts updated? *

*Response required

6.6.14. If your contract includes a suicide exclusion, do you credit time served under the prior plan?*

*Response required

6.6.15. Does your quote assume waiver of the actively at work and non-confined provision?*

*Response required

6.6.16. Does your proposal include Waiver of Premium?*

*Response required

6.6.17. Does your AD&D benefit match the Life election amounts in your proposal?* *Response required

6.6.18. Please provide the AD&D benefit percentage payable for loss of limb, etc.* *Response required

6.6.19. Does your quote include a childcare benefit?*

*Response required

6.6.20. Does your quote allow for conversion?*

*Response required

6.6.21. Please provide exclusions for the plan.*

6.6.22. The City’s current Basic Life plan includes an embedded Employee Assistance Program (EAP). Does your Life proposal include an embedded EAP? If yes, please provide a summary of services, visit limits, access limits (telephonic/web/in-person), and any associated costs.) *

*Response required

6.7. Group LTD/STD

6.7.1. Please describe what information will be needed from City of Waxahachie benefits staff when a claim is filed. Can some steps be done in advance with partial information to “start” a claim/file for more efficient and timely processing? *

*Response required

6.7.2. Please describe any other “value added” or ancillary products and services that are included in the product being bid.*

*Response required

6.7.3. If a claim is denied, please describe how the employee and employer is notified.

Please describe your appeal process for denied claims.*

*Response required

6.7.4. Where is the service center located that will handle the City of Waxahachie’s account? Will the City of Waxahachie have a designated service team? *

*Response required

6.7.5. Do you provide standard reports? *

*Response required

6.7.6. Will you provide human resources staff with training on the product and administration? If so, please explain the training process. Will City of Waxahachie be provided with an administrative manual?*

*Response required

6.7.7. Please briefly define/describe: *

a. elimination period (list the number of days in your return to work provision);

b. definition of disability;

c. basic monthly earnings;

d. full schedule of benefit duration;

e. number of months for own occupation and any occupation;

f. number of months for work incentive benefit;

g. number of months for recurrent disability;

h. “no loss-no gain” provision;

i. whether zero day residual is included or not included;

j. partial benefit formula percentage basis for earnings test;

k. rehabilitative work benefit percentage;

l. mental/nervous limitation (number of months);

m. alcohol and drug abuse limitation (number of months);

n. whether self-reported illness limitations are included or not included;

o. survivor benefit (eligibility and payment amount);

p. whether indexing is included or not include (specify amount);

q. whether there are any maternity benefit limitations;

r. pre-existing condition limitations (number of months);

s. whether continuity of coverage is included or not included;

t. whether waiver of premium is included or not included. If included, when is premium waived

(number of months)

*Response required

6.7.8. Please confirm termination provisions for both STD and LTD. Will you allow coverage to continue during the following:*

1. Paid Vacation

2. Paid Parental Leave

3. Salary Continuation

4. Sick Leave

5. FMLA

6. Temporary Layoff

7. Non-medical leave of absence

*Response required

6.7.9. Are you willing to waive the actively at work clause?* *Response required

6.7.10. Please confirm the LTD features included in your rate.*

1. Contract development

2. SPD/booklet

3. Other employee communication material

4. Standard claim reports

5. FICA withholdings

6. On-site enrollments

7. W-2 preparation

*Response required

6.7.11. Does your proposal include providing the Employer FICA match portion for individuals on Long Term Disability?*

*Response required

6.7.12. The City is interested in evaluating leave administration services in conjunction with its disability program. Please indicate whether your organization offers leave administration services (e.g., FMLA, state leave tracking, ADA coordination.) If available, please provide a description of services, technology platform overview, implementation timeline, service model, reporting capabilities, and all associated fees (PEPM or alternative pricing structure.) *

6.7.13. Please state any variations from the Bid Assumptions or other qualifications for your bid.*

*Response required

6.8. Critical Illness/Accident

6.8.1. 1. What are the phone numbers for assistance and hours of service for your customer service department?* *Response required

6.8.2. 2. Please describe your overall customer service strategy with voluntary benefits clients. *

*Response required

6.8.3. What is your Claim Processing Turn-around time?*

*Response required

6.8.4. Define your Overall Claim Processing?*

*Response required

6.8.5. What is your appeal process for benefit denials?*

*Response required

6.8.6. Explain what Reports will be delivered and or available to the City?* *Response required

6.8.7. Are your proposed products portable? How? At what rates?* *Response required

6.8.8. Please describe your underwriting/proposal process*

*Response required

6.8.9. Does your proposal include pre-existing condition limitations?* *Response required

6.8.10. Please outline which coverages include guarantee issue and guarantee issue amounts for Employees & Dependent coverage. *

*Response required

6.8.11. Please describe the underwriting process for amounts of insurance above guaranteed issue.*

*Response required

6.8.12. 12. Can previously denied individuals reapply for coverage? If yes, please describe any conditions for reapplication.*

*Response required

6.8.13. What role does your company play during implementation?*

6.8.14. Describe the role of the Implementation Manager at your company. *

6.8.15. Will you require face to face meetings with City employees? * *Response required

6.8.16. Are production and mailing costs for standard enrollment materials included in your rates?*

*Response required

6.8.17. How do you assist in the planning and performance of annual re-enrollments?

Please explain.*

*Response required

6.8.18. What is the average turnaround time for processing a new application?* *Response required

6.9. Hospital Indemnity

6.9.1. Please describe your overall experience providing Hospital Indemnity insurance to public sector groups.* *Response required

6.9.2. Provide an overview of your Hospital Indemnity product, including available plan structures (daily confinement, admission, ICU, observation, rehab, etc.)*

*Response required

6.9.3. Confirm whether your Hospital Indemnity plan is HSA compatible. If limitations exist, please explain.*

*Response required

6.9.4. Are your proposed Hospital Indemnity products voluntary, employer-paid, or contributory? Please describe any restrictions.*

*Response required

6.9.5. Are benefits payable per day, per admission, or per occurrence? Please explain how benefits trigger.*

*Response required

6.9.6. Please describe your standard plan design options and provide sample benefit summaries or certificates.*

*Response required

6.9.7. Are benefits guarantee issue? Please describe any minimum participation requirements.*

*Response required

6.9.8. Does your proposal include any pre existing condition limitations? If yes, describe in detail.*

6.9.9. What is the underwriting process for Hospital Indemnity? Please include guidelines for:*

a. Late entrants

b. Participation minimums

c. Any health questions required

*Response required

6.9.10. Can previously denied individuals reapply for coverage? If yes, describe the criteria or waiting period.*

*Response required

6.9.11. What is the average turnaround time for processing a new application?* *Response required

6.9.12. Describe your claims submission process (online, mobile app, paper, phone) and state your average claim processing turnaround time.*

*Response required

6.9.13. Define your overall claims workflow from submission through adjudication…