Broker_Agent_Services_for_Health_Related_Employee_Benefits_(Addendum_#1_Revision).pdf
PDF 197 KB Posted
- Solicitation number
- 26-23HR
- Issued by
- Sarasota County, Siesta Key CDP, Florida
About this file
This is an addendum to a Request for Proposal issued by the City of Sarasota, Florida, for Broker/Agent Services for Health Related Employee Benefits (Solicitation #26-23HR). The City seeks experienced and qualified firms to provide comprehensive broker and agent services for evaluating and obtaining insurance coverage and managing the City's self-funded medical, pharmacy, and dental plans, as well as supplemental insurance products. The solicitation was released on February 27, 2026, with a response deadline of April 20, 2026, at 2:30 pm. Questions regarding the solicitation must be submitted by March 31, 2026, at 4:00 pm, with responses provided by April 6, 2026, at 4:00 pm. An evaluation meeting is scheduled but the date is to be determined. The initial contract period is three years, with the potential for two additional one-year extension periods by mutual agreement and subject to budgetary constraints. Respondents must submit proposals electronically through the OpenGov Procurement portal and must be certified as read and authorized by the submitting party.
Compensation shall be structured as an annual fixed-price fee covering all overhead, profit, miscellaneous expenses, and travel, paid on a quarterly basis, with specific pricing amounts to be proposed for Year 1, Year 2, and Year 3. The evaluation process consists of two phases, with Phase 1 scoring proposals on company qualifications (15%), personnel qualifications (15%), services and references (15%), proposal requirements (20%), local preference (10%), and pricing (25%), while Phase 2 may include interviews for top-ranked consultants. Local preference provisions grant ten additional points to local city businesses and five additional points to local county businesses, as defined by valid Local Business Tax Receipts and physical business addresses within city limits. No incumbent vendor or maximum budget is identified in the solicitation materials. All respondents must submit required forms addressing regulatory compliance, conflict of interest disclosures, and insurance documentation, with proposals limited to a maximum of 150 single-sided pages and a separate cost proposal submitted using the City's Price Proposal Form.
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For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/sarasotafl
City of Sarasota
SOLICITATION
26-23HR
BROKER/AGENT SERVICES FOR HEALTH RELATED EMPLOYEE BENEFITS
RELEASE DATE: February 27, 2026
RESPONSE DEADLINE: April 20, 2026, 2:30 pm
Please refer to the project timeline in this document for all important deadlines.
Solicitation #26-23HR Title: Broker/Agent Services for Health Related Employee Benefits
Table Of Contents
1. Introduction
2. Project Details
3. Evaluation Phases
4. Vendor Questionnaire
5. Attachments
Attachments:
A - 26-23HR Exhibit A Proposal Requirements
B - 26-23HR Exhibit B Scope
C - 26-23HR Exhibit C Proposal Price Form
D - 51A-RFP Standard TandC 01-24-25
E - 53A-RFP Local Pref and Ties 01-10-25
F - 26-23HR Exhibit F - Required Forms
1. Introduction
1.1. Summary
The City of Sarasota, Florida, is requesting proposals from experienced and qualified individuals/firms with expertise in Agent/Broker Services regarding the evaluation and obtaining of insurance coverage and management of a self-funded medical, pharmacy and dental plans as well as supplemental insurance. Firms and/or persons responding to this Request for Proposal shall be able to demonstrate that they will have the continuing capabilities to perform these services and possess the necessary license and/or certification to do
so. Minimum requirements and specifications have been developed and are included herein.
The initial contract period shall be for three (3) years. The contract agreement may be renewed at the same terms and conditions, by mutual agreement and subject to budgetary constraints, for two (2) additional one
(1) year extension periods.
1.2. Timeline
Solicitation Release Date: February 27, 2026
Question Submission Deadline: March 31, 2026, 4:00pm
Question Response Deadline: April 6, 2026, 4:00pm
Solicitation Opening: April 20, 2026, 2:30pm
Evaluation Meeting (Non-Mandatory): TBD
TBD
1.3. Project Contact
Helen Reed
Consulting Purchasing Professional
1565 1st Street
Sarsasota, FL 34236
Email: helen.reed@sarasotafl.gov
Phone: (941) 263-6443
1.4. Procurement Contact
Helen Reed
Consulting Purchasing Professional
1565 1st Street
Sarsasota, FL 34236
Email: helen.reed@sarasotafl.gov
Phone: (941) 263-6443
2. Project Details
2.1. Important Instructions for Electronic Submittals
The City of Sarasota is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov
Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit the electronic bid.
2.2. Scope of Work or Project Details
Please see the Attachments section for specifications and attachments.
https://procurement.opengov.com/signup
3. Evaluation Phases
Phase 1
No. Evaluation Criteria Scoring Method Weight (Points)
1. Qualifications of Company
Includes company qualification and company information.
Company Introduction and Executive
Summary.
0-100 Points 15 (15% of Total)
2. Personnel
Personnel qualifications.
0-100 Points 15 (15% of Total)
3. Services/References
Services (past projects) and references that support your comments on the products or services you provide. Past customers related experience with your company.
0-100 Points 15 (15% of Total)
4. Proposal Requirements
Details on how you plan to provide your products or services based on the specifications or scope of work provided in this solicitation or proposal request
0-100 Points 20 (20% of Total)
5. Local Preference
Calculation of points base on the local preference described in the Terms and
Conditions. Scored by Purchasing.
0-100 Points 10 (10% of Total)
6. Pricing (Non-CCNA)
Cost of product or services as calculated using formula. Calculated by Purchasing.
The Proposer with the lowest Price Proposal will be awarded the maximum score of listed above. All other proposals will be scored according to the following formula: (Lowest
Price Proposal/ Proposer’s Price Proposal) x
Maximum points. Score For example, the maximum score available for price is 25.
Ex. If the lowest proposed Price Proposal is
$150,000.00 that Proposer will receive the full
25 points. Another Proposer with a Price
Proposal of-
$160,000.00 will receive points calculated as follows:
$ 150,000.00/ $160,000.00 = .9375
.9375 x 25 = 23.4375 23.44 Points Awarded
0-100 Points 25 (25% of Total)
Phase 2
No. Evaluation Criteria Scoring Method Weight (Points)
1. Interviews
Top-ranked consultants may be shortlisted for interviews. If interviews are requested the interview stage and final ranking are conducted in the second phase of the process.
Points Based 1 (100% of Total)
4. Vendor Questionnaire
1. Respondent Submittals (without Cost)*
Please Upload your COMPLETE response, including any and all required forms listed in the solicitation and the corresponding attachments.
(Do not upload cost information in here)
*Response required
2. Separate Cost Proposal*
Confirm that your fee proposal is not attached in your Proposal and is attached separately here.
*Response required
3. I certify that I have read, understood and agree to the terms in this solicitation, and that I am authorized to submit this response on behalf of my company.*
☐ Please confirm
*Response required
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