Broker Services Sign-in Sheet Summary

This document is a sign-in sheet for a pre-proposal conference conducted by the City of Holly Hill, Florida, for RFP 26-HR-01 regarding broker services for employee and retiree benefits. The RFP seeks qualified firms licensed to conduct business in Florida to serve as the Agent of Record for comprehensive broker services covering medical, dental, vision, firefighter cancer, and life insurance benefits administration. The procurement serves approximately 109 active employees and 53 retirees. A non-mandatory pre-proposal conference was scheduled for March 18, 2026, at 3:00 PM at City Hall. Written questions must be submitted by 5:00 PM EST on April 2, 2026, with sealed proposals due by 3:00 PM EST on April 8, 2026. Mandatory City Commission presentations are scheduled for April 28, 2026, at 6:00 PM, with award anticipated for May 12, 2026, and coverage effective July 1, 2026. The initial contract term is two years, with the City reserving the right to renew for up to three additional one-year terms, subject to satisfactory performance and funding availability.

The selected broker must maintain professional liability insurance of $5,000,000 minimum, commercial general liability of $500,000 per occurrence, and workers' compensation insurance as required by Florida law. All proposed insurers must maintain an A.M. Best rating of A or higher or demonstrate five consecutive years of successful Florida operation with recent audited financial statements. Current coverage is provided through Florida Health Care Plans (medical), Principal (dental), EyeMed (vision), and USAble Life (life insurance). Proposers must submit itemized pricing for each contract year and renewal period, with evaluation based on a 100-point scale weighted across firm qualifications, team experience, scope responsiveness and technology, plan design and cost management, and public-sector references. No specific set-aside designations or disadvantaged enterprise certifications are mentioned as requirements.