CITY OF LEANDER S26-014 Employee Health Benefits 6.18.pdf

City of Leander, Texas

Purchasing

105 N Brushy St, Leander, Texas 78641 www.leandertx.gov

REQUEST FOR QUALIFICATION (RFP)

EMPLOYEE HEALTH, DENTAL, AND VISION BENEFITS

SOLICITATION NUMBER S26-014

July 2026 http://www.leandertx.gov/

1. SOLICITATION PACKET: This solicitation packet is comprised of the following:

Description Index

Part I – General Requirements Pages 3-5

Part II – Schedule Pages 6-7

Part III – Scope of Work Pages 8-9

Part IV – Response Requirements Pages 10-11

Part V – Contract Considerations Pages 12-15

Part VI – Plan Information Pages 16-21

Attachment A – Reference Sheet Separate attachment

Attachment B – Conflict of Interest Questionnaire Separate attachment

Attachment C – Subcontractor Information Form Separate attachment

Attachment D – Summary of Benefits and Coverage Medical Separate attachment

Attachment E – Summary of Benefits and Coverage Vision Separate attachment

Attachment F – Summary of Benefits and Coverage Dental Separate attachment

Attachment G – City of Leander Census BCBS Enrollment as of July, Separate attachment

Attachment H – Historical Claims Information Separate attachment

2. SCHEDULE OF EVENTS: It is the City’s intention to follow the solicitation timeline below.

City of Leander RFP S26-014 Key Dates

RFP Release date Thursday July 23, 2026

Public Newspaper Advertisement Thursday July 23, 2026

Public Newspaper Advertisement Thursday July 30, 2026

Question Deadline Thursday August 6, 2026 at 5:00PM

Final Addenda Tuesday August 11, 2026

Proposal Due Date Friday August 21, 2026 at 2:00PM

Interview Dates (if necessary) August 31 and September 1st

PART 1

PROPOSAL INFORMSTION

EMPLOYEE HEALTH, DENTAL, AND VISION BENEFITS

1. PURPOSE: The City of Leander is soliciting proposals from vendors for fully insured Medical, Dental, & Vision Plans from a single provider for the benefit period January 1, 2027 to December 31, 2027. The City is not requesting the services of a Consultant/Agent/Broker. The City’s consultant/ agent of record is HUB International. Proposals are due by Friday August 21, 2026 at 2:00PM, prior to 2:00 p.m. CST. Proposal documents can be obtained from the City of

Leander’s Bonfire website at https://leandertx.bonfirehub.com/projects

2. BACKGROUND: The City of Leander, Texas, is a rapidly growing municipality located in the Central Texas region and currently serves a population of over 80,000 residents. As a local government employer, the City is committed to providing a comprehensive and competitive benefits program to attract and retain high-quality employees who deliver vital public services to the community.

The City currently offers a range of group health benefits, including medical, dental, vision, life, and ancillary insurance plans, to eligible employees and their dependents. These benefits are a key component of the City’s total compensation strategy and are designed to promote the health, wellness, and financial security of its workforce.

With growth in both the organization and employee base, the City is seeking to evaluate and potentially enhance its existing health benefits offerings. To that end, the City is issuing this Request for Proposals (RFP) to solicit responses from qualified firms capable of providing group health benefits administration and/or insurance services. The City is particularly interested in innovative and cost-effective approaches that maintain or improve coverage levels, contain costs, ensure high-quality customer service, and promote wellness and preventive care.

This procurement effort is intended to result in a contractual relationship with a responsive, experienced, and fiscally responsible vendor or vendors whose offerings align with the City’s goals and statutory obligations under Texas law.

Let me know if you’d like to include specific plan types (PPO, HSA, etc.), current carriers, or funding structures (fully insured vs. self-funded) for greater detail.

3. DEFINITIONS, TERMS AND CONDITIONS: By submitting a response to this solicitation, the

Respondent agrees that the City’s standard Definitions, Terms and Conditions, in effect at the time of release of the solicitation, shall govern but shall be superseded by those terms and conditions specifically provided for otherwise within this solicitation, in a separate agreement or on the face of a purchase order.

The City’s Definitions, Terms and Conditions are herein made a part of this solicitation and can be found on the City’s Bonfire e-procurement site by visiting https://leandertx.bonfirehub.com/

3.1. Any exception to or additional terms and conditions attached to the response will not be considered unless respondent specifically references them on the front of the Solicitation

Document. WARNING: Exception to or additional terms and conditions may result in disqualification of the response.

4. CLARIFICATIONS: All questions or clarifications of specifications must be submitted via the City’s Bonfire e-procurement site at https://leandertx.bonfirehub.com/:

The individual listed above may be contacted by telephone or visited for clarification of the specifications only.

No authority is intended or implied that specifications may be amended or alterations accepted prior to solicitation opening without written approval of the City of Leander through the Purchasing Department.

5. RESPONDENT REQUIREMENTS: The opening of a solicitation shall not be construed as the

City’s acceptance of such as qualified and responsive.

5.1. Respondents shall be firms, corporations, individuals or partnerships normally engaged in providing Medical, Dental, and Vision plans.

5.2. Respondents shall have experience providing Medical, Dental, and Vision plans for municipalities in the State of Texas.

6. EVALUATION AND CRITERIA: Respondents may be required to make an oral presentation to the selection team to further present their qualifications. These presentations will provide the Respondent the opportunity to clarify their proposal and ensure a mutual understanding of the services to be provided and the approach to be used.

6.1. The City reserves the right to reject any or all responses, or delete any portion of the response, or to accept any response deemed most advantageous, or to waive any irregularities or informalities in the response received that best serves the interest and at the sole discretion of the City.

7. COMMITTEE REVIEW: An evaluation committee will review each response for solicitation compliance and technical scoring in each category using the following weighted criteria. A consensus score will be assigned to each response.

7.1. Cost 40 Points

7.2. Claims Processing and Management 40 Points

7.3. Integrated Systems / Technology Initiative 10 Points

7.4. Employee Systems and engagement 10 Points

The evaluation process may reveal additional information for consideration. The City reserves the right to modify, without notice, the evaluation structure and weighted criteria to accommodate these additional considerations to serve the best interest of the City.

8. AGREEMENT TERM: The terms of the awarded agreement shall include but not be limited to the following:

8.1. The term “agreement” shall mean the executed contract awarded as a result of this solicitation and all exhibits thereto. At a minimum, the following documents will be incorporated into the agreement:

8.1.1. Solicitation document, attachments and exhibits;

8.1.2. Solicitation addendums, if applicable;

8.1.3. City’s Definitions, Terms and Conditions;

8.1.4. Successful Respondent’s submission.

8.2. The initial term of the resulting agreement shall be determined by the proposed and agreed upon

Project timeline. The term of the Agreement shall begin from date of award and shall remain in full force for twelve (12) months.

8.3. The agreement may have up to four (4) one (1) year renewals.

8.4. Upon expiration of the contract term, the Contractor agrees to hold over under the terms and conditions of this agreement for such a period as is reasonably necessary to re-solicit and/or complete the project up to 120 days.

8.5. If the Respondent fails to perform its duties in a reasonable and competent manner, the City shall give written notice to the Respondent of the deficiencies and the successful Respondent shall have thirty (30) days to correct such deficiencies. If the Respondent fails to correct the deficiencies within the thirty (30) days, the City may terminate the agreement by giving the Respondent written notice of termination and the reason for the termination.

8.6. If the agreement is terminated, for any reason, respondent shall turn over all material, records and deliverables created to date within fifteen (15) working days after completion of duties through the termination date.

9. PRICE INCREASE: A price increase to the agreement may be permitted upon annual renewals.

10. AWARD: 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 the sole discretion of the City. Award announcement will be made upon staff approval and executed agreement. Award announcement will appear on the City’s Bonfire Portal at https://leandertx.bonfirehub.com/

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 or purchase order.

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

11. POINT OF CONTACT / DESIGNATED REPRESENTATIVE:

11.1. Contractor’s point of contact: In order to maintain consistent standards of quality work performed across the City, the City shall be provided with a designated and identified point of contact upon award of the contract to include contact information. The City’s designated representative shall be notified by the Respondent immediately should the point of contact change.

11.2. The City’s designated representative:

Belinda Medellin Phone: 512-528-2706

E-mail: BMedellin@leandertx.gov

11.3. Do not contact the individual listed above with questions or comments during the course of the solicitation.

12. PROMPT PAYMENT POLICY: Payments will be made in accordance with the Texas Prompt Payment Law, Texas Government Code, Subtitle F, Chapter 2251. The City will pay Vendor within thirty days after the acceptance of the supplies, materials, equipment, or the day on which the performance of services was completed or the day, on which the City receives a correct invoice for the supplies, materials, equipment or services, whichever is later. The Vendor may charge a late fee (fee shall not be greater than that which is permitted by

Texas law) for payments not made in accordance with this prompt payment policy; however, this policy does not apply to payments made by the City in the event:

12.1. There is a bona fide dispute between the City and Vendor concerning the supplies, materials, services or equipment delivered or the services performed that causes the payment to be late; or

12.2. The terms of a federal agreement, grant, regulation, or statute prevent the City from making a timely payment with Federal Funds; or

12.3. There is a bona fide dispute between the Vendor and a subcontractor or between a subcontractor and its suppliers concerning supplies, material, or equipment delivered or the services performed which caused the payment to be late; or

12.4. The invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order or agreement or other such contractual agreement.

13. NON-APPROPRIATION: The resulting Agreement is a commitment of the City’s current revenues only. It is understood and agreed the City shall have the right to terminate the Agreement at the end of any City fiscal year if the governing body of the City does not appropriate funds sufficient to purchase the estimated yearly quantities, as determined by the City’s budget for the fiscal year in question. The City may affect such termination by giving Vendor a written notice of termination at the end of its then current fiscal year.

http://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm mailto:BMedellin@leandertx.gov

PART II

SCHEDULE

1. SOLICITATION SCHEDULE: It is the City’s intention to comply with the following solicitation

1.1 Solicitation released Thursday July 23, 2026

1.2 Public Newspaper Advertisement Thursday July 23, 2026

1.3 Public Newspaper Advertisement Thursday July 30, 2026

1.4 Question Deadline Thursday August 6, 2026 at 5:00PM

1.5 Final Addenda Tuesday August 11, 2026

1.6 Proposal Due Date Friday August 21, 2026 at 2:00PM

1.7 Interview Dates (if necessary) August 31 and September 1st

All questions regarding the solicitation shall be submitted through Bonfire in writing by 2:00 PM, CST on the due date noted above. A copy of all questions submitted and the City’s response to the questions shall be posted on the City’s Bonfire e-procurement site in the form of an addendum at:

https://leandertx.bonfirehub.com/

The City reserves the right to modify these dates. Notice of date change will be posted to the City’s Bonfire e-procurement site: https://leandertx.bonfirehub.com/

2. SOLICITATION UPDATES: Respondents shall be responsible for monitoring the City’s website at https://leandertx.bonfirehub.com/ for any updates pertaining to the solicitation described herein. Various updates may include addendums, cancellations, notifications, and any other pertinent information necessary for the submission of a correct and accurate response. The City will not be held responsible for any further communication beyond updating the website.

3. RESPONSE DUE DATE: Appropriately submitted responses are due at or before 2:00 PM, on the due date noted in PART II, Section 1 – Schedule of Events. The Offeror shall respond via the City’s Bonfire e-procurement site at: https://leandertx.bonfirehub.com/

3.1. This request for proposals (RFP) does not commit the City to contract for any supply or service.

3.2. No paper or submittals outside of Bonfire will be accepted by the City for this solicitation.

3.3. Responses cannot be altered or amended after digital opening.

3.4. No response can be withdrawn after opening without written approval from the City for an acceptable reason.

3.5. The City will not be bound by any oral statement or offer made contrary to the written specifications.

3.6. Samples (if applicable) shall be provided at the Respondent’s expense and shall become the property of the

City.

3.7. Late responses will not be permitted nor considered.

4. SUSPENSION OR DEBARMENT CERTIFICATION: The provisions of the Code of Federal Regulations 2

CFR part 180 suspension and debarment may apply to this agreement. The City of Leander is prohibited from contracting with or making prime or sub-awards to parties that are suspended or debarred or whose principals are suspended or debarred from doing business with the Federal Government, State of Texas, or the City of Leander.

5. CERTIFICATE OF INTERESTED PARTIES: Section 2252.908 of the Texas Government Code requires the successful offeror to complete a Form 1295 “Certificate of Interested Parties” that is signed for a contract award requiring council authorization. The “Certificate of Interested Parties” form must be completed on the Texas

Ethics Commission website, printed, signed, and submitted to the City by the authorized agent of the Business

Entity with acknowledgment that disclosure is made under oath and under penalty of perjury prior to final contract execution. Link to Texas Ethics Commission Webpage:

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

6. EX PARTE COMMUNICATION: Please note that to insure the proper and fair evaluation of an offer, the

City of Leander prohibits ex parte communication (e.g., unsolicited) initiated by the Offeror to the City Official, Employee, City Consultant, or Evaluation Team member evaluating or considering the offers prior to the time an award decision has been confirmed. Communication between an Offeror and the City will be initiated by the appropriate City Official or Employee in order to obtain information or clarification needed to develop a proper and accurate evaluation of the offer. Ex parte communication may be grounds for disqualifying the offending

Offeror from consideration of award in evaluation or any future bid.

7. AGREEMENT NEGOTIATIONS: In establishing an agreement as a result of the solicitation process, the City may:

7.1. Review all submittals and determine which Respondents are reasonable qualified for award of the agreement.

7.2. Determine the Respondent whose submittal is most advantageous to the City considering the evaluation criteria.

7.3. Attempt to negotiate with the most responsive Respondent an agreement at fair and reasonable terms, conditions and cost.

7.4. If negotiations are successful, enter into an agreement or issue a purchase order.

7.5. If not successful, formally end negotiations with that Respondent. The City may then:

7.5.1. Select the next most highly qualified Respondent and attempt to negotiate an agreement at fair and reasonable terms, conditions and cost with that Respondent.

7.5.2. The City shall continue this process until an agreement is entered into or all negotiations are terminated.

7.5.3. The City also reserves the right to reject any or all submittals, or to accept any submittal deemed most advantageous, or to waive any irregularities or informalities in the submittal received.

8. POST AWARD MEETING: The City and Respondent shall have a post award meeting to discuss, but not be limited to the following:

8.1. Identify specific milestones, goals and strategies to meet objectives.

9. COSTS INCURRED: Respondent shall acknowledge that the issuance of a solicitation shall in no way obligate the City to award a contract or to pay any costs associated with the preparation of a response to said solicitation.

The costs in developing and submitting proposals, preparing for and participating in oral presentations or any other similar expenses incurred by a Respondent are the sole responsibility of the Respondent and shall not be reimbursed by the City.

http://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

PART III

SCOPE OF WORK

1. Overview The City of Leander seeks comprehensive, fully-insured group insurance proposals from qualified carriers for Medical, Dental, and Vision benefits to support a workforce of approximately 410 employees. Proposals must include all three lines of coverage (Medical, Dental, and Vision) and shall be evaluated based on cost, claims management, systems integration, and employee engagement.

2. Objectives

a. Provide cost-effective, competitive employee health coverage.

b. Ensure seamless continuity of coverage from current plans.

c. Improve claims transparency and data reporting.

d. Enhance employee service, education, and enrollment experience.

e. Comply with all applicable Texas statutes, procurement codes, and municipal ordinances.

3. Required Services

a. Medical Insurance Services

i. Fully-insured PPO and HDHP plans equivalent to existing offerings, including:

ii. Current deductible and out-of-pocket maximum levels

iii. Telemedicine services

iv. Prescription coverage including retail and mail order

v. Two alternate HMO plan quotes as follows:

vi. One mirroring PPO Deductible/OOP levels

vii. One with reduced Deductible/OOP at PPO rates

viii. Provide takeover credit for:

ix. Deductibles, coinsurance, waiting periods

x. Pre-existing conditions

xi. Maintain a robust provider network accessible within the Leander area.

xii. Preferred to have integration with NeoGov, and FFGA systems.

b. Dental Insurance Services Proposals for Low and High dental plans better than CIGNA DPPO Advantage plans include:

i. Type I (Preventive), Type II (Basic), Type III (Major), and Type IV (Orthodontia for High Plan for Adult and Children)

ii. Two quotes for each plan:

iii. One maintaining current UCR percentile

iv. One adjusting UCR reimbursement to 90th percentile

v. Include details on annual maximums, deductibles, coverage limits, and exclusions.

vi. Provide takeover credit for:

vii. Deductibles, coinsurance, waiting periods

c. Vision Insurance Services Fully-insured voluntary vision coverage comparable to current EyeMed plan include:

i. Frame and lens coverage

ii. Contact lens options (elective and medically necessary)

iii. Annual/biannual frequencies

iv. Network vs. non-network reimbursement structures

4. Implementation & Transition Requirements

a. Ensure all currently enrolled employees and dependents are covered without lapse.

b. Collaborate with the City and HUB to ensure a seamless transition.

c. Provide implementation timelines, employee onboarding assistance, and training materials.

d. Offer bilingual communication and service capabilities.

5. Reporting and Administration Provide monthly claims reports to the City and HUB.

a. Reports must include utilization, financial performance, and trend analysis.

b. Ensure access to real-time claims and eligibility data via a secure online platform.

c. Offer electronic enrollment and self-service tools integrated with the City’s HR systems.

d. VI. Customer Service and Claims Handling Maintain high standards for claims accuracy and processing turnaround.

e. Establish service-level agreements and performance guarantees.

f. Designate a dedicated account manager for the City.

g. Provide multi-tiered customer service for employees including live support and mobile access.

PART IV

RESPONSE REQUIREMENTS

1. SOLICITATION SUBMISSION REQUIREMENTS: To achieve a uniform review process and obtain the maximum degree of comparability, the responses shall be organized in the manner specified below. Responses shall be formatted as 8 1/2” X 11” pages.

Appropriately submitted responses are due at or before 2:00 PM, on the due date noted in PART II, Section 1 –

Schedule of Events. The Offeror shall respond via the City’s Bonfire e-procurement site at:

https://leandertx.bonfirehub.com/

If supplemental materials are included with the Response, each flash drive must include such supplemental materials. The Response and accompanying documentation are the property of the City and will not be returned.

1.1. Title Page (1 page) – Show the solicitation title and number, the name of your firm, address, telephone number(s) name of contact person and date.

1.2. Letter of Transmittal (1 page) – Identify the services for which the solicitation has been prepared.

1.2.1. Briefly state your firms understanding of the services to be performed and make a positive commitment to provide the services as specified.

1.2.2. Provide the name(s) of the person(s) authorized to make representations for your firm, their title(s), address, telephone number(s) and e-mail address.

1.2.3. The letter of transmittal shall be signed in permanent ink by a corporate officer or other individual who has the authority to bind the firm. The name and title of the individuals(s) signing the solicitation shall be clearly shown immediately below the signature.

1.3. Table of Contents (1 page) – Clearly identify the materials by Tab and Page Number.

1.4. Available Resources and Consultant Location – Respondent shall provide information on size, resources and business history of the firm in addition to the firm’s unique experience and qualifications for updating the Leander Comprehensive Plan.

1.5. Project Team Experience and Qualifications – Provide detailed information on the proposed project team.

1.5.1. Respondent shall identify the project team and provide a Statement of Qualifications for those individuals to include education, professional registrations and area of expertise and years of service in the respective field. The Project Manager shall be identified as well as the role of each individual team member. An organizational chart of the proposed project team shall be included.

1.5.2. Respondent shall identify any sub-contractors along with their expected services to the City for the scope of work on behalf of the firm. Qualifications of any sub- contractors shall be included and shall be shown in the organizational chart required in section 1.5.1 above.

1.5.3. Provide the name, address, telephone number and e-mail address of a primary contact for at least three (3) municipalities that have utilized similar services from your organization, including the proposed Project Manager, within the last three (3) years. Include a brief overview of the work performed with, at a minimum, a short description of the services provided, including total fee and methodology used for the projects. City of Leander references are not applicable. References may be checked prior to award. Any negative feedback received may result in disqualification of

1.6. Issues and Opportunities Facing Leander – Respondent shall demonstrate their understanding of the unique issues facing the City of Leander and how those issue will impact the update to the Comprehensive Plan.

1.7. Methodology and Approach –Respondent shall describe the method and approach to be used in the Comprehensive Plan update. Specifically describe the following:

• community engagement and notification strategies, tools and techniques

• how the citizen and staff steering committees will be utilized throughout the project

• meeting facilitation tools and techniques

• the process for drafting and revising the individual plan elements

• any unique techniques that your team has successfully utilized on similar projects

1.8. Timeline – Respondent shall provide a detailed proposed schedule for the complete project as per the specifications contained herein.

1.9. Work Samples – Respondent shall include on flash drive a minimum of three (3) completed and adopted

Comprehensive Plans completed for other similar municipalities by the proposed Project Manager.

1.10. Industry Awards – Respondent shall provide information on professional awards or recognition received for previously completed comprehensive plans by the proposed Project Manager.

-This Space Intentionally Left Blank-

PART V

CONTRACT CONSIDERATIONS

1. CONFIDENTIALITY OF CONTENT: All documents submitted in response to a solicitation shall be subject to the Texas Public Information Act. Following an award, responses are subject to release as public information unless the response or specific parts of the response can be shown to be exempt from the Texas Public Information Act.

Pricing is not considered to be confidential under any circumstances.

1.1 Information in a submittal that is legally protected as a trade secret or otherwise confidential must be clearly indicated with stamped, bold red letters stating "CONFIDENTIAL" on that section of the document. The City will not be responsible for any public disclosure of confidential information if it is not clearly marked as such.

1.2 If a request is made under the Texas Public Information Act to inspect information designated as confidential, the Respondent shall, upon request from the City, furnish sufficient written reasons and information as to why the information should be protected from disclosure. The matter will then be presented to the Attorney General of Texas for final determination.

2. ETHICS ORDINANCE AND DISCLOSURE STATEMENTS: The City’s Ethics Ordinance requires persons seeking to enter discretionary contracts with the City or appearing before the City Council or another City board or body to disclose certain conflicts of interest. The relevant sections of the Ethics Ordinance are set forth below.

The Ethics Ordinance can be found in Article 9.05, Chapter 9 of the City’s Code of Ordinances at the following link Leander Code of Ethics Article 9.05:

Sec. 9.05.007 Persons doing business with the city

(a) Persons seeking discretionary contracts.

(1) For the purpose of assisting the city in the enforcement of provisions contained in this article, an individual or business entity seeking a discretionary contract from the city is required to disclose in connection with a proposal for a discretionary contract any conflict of interest. This is set forth in sections 9.05.004 and 9.05.005 of this article. Further, the individual or business entity agree to abide by the same ethical standards as set forth for public servants in this article.

(2) Subsection (a) of this section will become a permanent footnote on documents contained in city bid packets for discretionary contracts.

(b) Disclosure of conflicts of interest by persons appearing before a board or city body. A person appearing before any city board or other city body for the purpose of doing business with the city shall disclose to that board or body any facts known to such person which may show or establish that:

(1) An employee or officer of the city that advises or makes presentations to the board or city body;

or

(2) Any member of the board or city body;

has or may have a conflict of interest pursuant to chapter 171, Tex. Loc. Gov’t. Code, or an interest which would violate the ethical standards set forth in this article, if he or she were to participate in the processing or consideration of the subject matter.

Sec. 9.05.009(f) Disclosure by persons appearing before a city body. Any person who appears before any city body who has had business dealings within the preceding 12-month period involving one or more transactions of five hundred dollars ($500.00) or more each quarter, or for a total of twenty-five hundred dollars ($2,500.00) or more, within the preceding 12-month period with a councilmember, commissioner, or business entity in which a councilmember or commissioner has a substantial interest, shall disclose such business dealings at the time of the appearance. Any person who shall intentionally or knowingly fail to make the aforesaid disclosure shall be guilty of a misdemeanor and shall be fined in accordance with this article.

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

3. HANDLING OF CLAIMS & CUSTOMER SERVICE

A. The contractor must agree to deliver 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. Invoices may need to be separated for:

a. Active Employees, by division (i.e. Police, Fire, Civil, etc)

b. COBRA Eligible Plan Participants

c. Retirees

City will work with awarded provider to determine final invoicing format.

4. CONTINUITY OF COVERAGE

All employees and dependents covered by the current plan are to receive immediate coverage under the new plan. Fair credit will be allowed for all or any part of deductibles, coinsurance, waiting periods, etc. satisfied prior to the effective date, when applicable.

5. CLAIMS EXPERIENCE MONITORING

The contractor shall provide monthly reports to the City and HUB, allowing the City and HUB to monitor claims experience on a monthly basis.

6. CONTRACTOR PROVISION REQUIREMENT

The contractor shall provide any necessary tools, equipment, supplies, materials, employees, management, and other items or services necessary in order to provide full service to the contract.

7. INDEMNITY CLAUSE

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, THE FULFILLMENT OF 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

JOINT NEGLIGENCE OF THE CITY AND THE CONTRACTOR, AND/OR THEIR RESPECTIVE OFFICERS, AGENTS AND/OR EMPLOYEES OR (II) THE SOLE 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 CITY'S

OWN NEGLIGENCE WHERE THAT NEGLIGENCE IS A CONCURRING CAUSE WITH THAT OF THE

CONTRACTOR OF THE INJURY, DEATH OR DAMAGE AND/OR (II) THE CONTRACTOR’S OWN NEGLIGENCE

WHERE THAT NEGLIGENCE IS THE SOLE 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 INJURY, DEATH OR DAMAGE RESULTS

FROM THE SOLE NEGLIGENCE OF THE CITY UNMIXED WITH THE FAULT OF ANY OTHER PERSON OR

ENTITY. 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 AGREEMENT.

8. EXPECTATIONS OF THE CONTRACTOR

It is understood upon submission of a proposal that;

A. The contractor shall not assign or subcontract any of its rights, duties, or obligations under the contract without prior written consent from the City. The contractor shall be entitled to assign, pledge or encumber its right to receive payments under this contract pursuant to security interests based upon the Uniform Commercial Code, so long as the City shall never be obligated to negotiate with any such third party in respect to compliance with the terms and conditions of the agreed contract. Any such assignment, pledge or encumbrance shall be limited by any rights of offset by the City for damages or claims arising under this Contract or any other obligation owed by the contractor to the City.

B. At all times during the term of the contract, the company awarded the contract shall operate as an independent contractor to the City, and the contractor shall not, in any event, be deemed an employee or other representative of the City, nor shall he/she hold themselves out as such.

9. CONTRACTOR EMPLOYEE ARRANGEMENTS

All employees of the contractor shall at all times be considered an employee of the contractor, and the contractor will be solely liable for the payment of all wages and benefits made available to such employees in connection with their employment. In addition, it is expected and understood that the contractor will be responsible at all times for the supervision and performance of their employees. All employees of the contractor shall warrant that all employees are fully covered by workers compensation insurance and that each employee has been carefully screened as to character and fitness for the performance of his/her job.

10. CONTRACTOR INSURANCE COVERAGES

During the duration of any agreed contract, the contractor shall maintain, at its sole cost and expense, Professional E & O

Liability insurance with a minimum policy limit of $1,000,000. The insurance policy must name the City of Leander as an additional insured. A certificate of insurance evidencing such coverage shall be furnished to the City prior to the commencement of any work for the City.

PROPOSAL TERMS

1. Proposals are to be based on the current plan of benefits and the requested alternative plan options.

2. Proposals are to be based upon the census provided in the RFP.

3. The city maintains a single non-profit premium trust for premium payments. Proposers for fully insured medical should exclude premium taxes from premiums per Chapter 222, section 222.002 of the Texas Insurance Code.

4. All participants enrolled in the Employee Benefits Plan as of December 31, 2025, are to receive immediate coverage under the new plan. The City's enrollment records are to be the basis for "take-over."

5. Where applicable, this RFP is for three-year contract period with two one-year extensions. 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 100 days prior to the effective date of the rate change.

PART VI

Plan Information

Effective Date of Coverage 1/1/2027

Business Location 105 N Brushy St, Leander, TX 78641

SIC Code 9111

Average Total Number of Employees (ATNE: Over the last 12 Months)

Navigator System NeoGov, Incode, and FFGA

Tax ID 74-2007646

Retirement System Texas Municipal Retirement System (TMRS)

Producer Name and Location Brent Weegar HUB NCX Dallas Office

Broker / Consultant Brett Bowers, HUB International

Commissions Medical- 0% Net of commission Dental- 0% Net of commission Voluntary Vision- 15% Commission

Background The City of Leander is seeking competitive proposals for medical, dental, and vision benefits. This is not a market check.

Fully Insured Yes

Total # of Employees on Payroll 524 add Cobra Employees 2 add Retiree(s) 1 less Part-time Employees 61 less Employees in Waiting period 5 less Waiving due to other coverage 11 less Waiving due to cost 0

= Total number of employees electing coverage 450

CURRENT RATES & CONTRIBUTIONS

Dental CIGNA Low Plan

(NO ORTHO)

Dental Rate

Employee Contribution

Employee $10.65 $0.00

+ Spouse $17.97 $2.93

+ Children $27.24 $6.64

+ Family $31.88 $8.49

PPO Medical Rate Employee Contribution

Employee $620.05 $0.00

+ Spouse $1,475.75 $342.28

+ Children $1,227.74 $243.08

+ Family $1,872.59 $501.02

HMO Medical Rate Employee Contribution

Employee $480.67 $0.00

+ Spouse $1,144.01 $209.58

+ Children $951.77 $132.69

+ Family $1,451.66 $332.64

HDHP PLAN w/ H.S.A.

funding

Medical Rate Employee Contribution

Employee $455.87 $0.00

+ Spouse $1,085.01 $185.98

+ Children $902.67 $113.05

+ Family $1,376.78 $302.69

Vision Vision Rate Employee Contribution

Employee $8.08 $8.08

+ Spouse $15.36 $15.36

+ Children $16.15 $16.15

+ Family $23.76 $23.76

Dental CIGNA High Plan

(ORTHO)

Dental Rate

Employee Contribution

Employee $29.08 $18.43

+ Spouse $58.32 $19.07

+ Children $69.39 $23.50

+ Family $98.62 $35.19

Medical BENEFITS

Dental BENEFITS

VISION BENEFITS