ESBD_551292_1787146773685_2026-028 RFP - Employee Insurance.docx

DUE DATE: TUESDAY, SEPTEMBER 22, 2026 BY 10:00 A.M. CST

REQUEST FOR PROPOSALS #2026-028

FULLY INSURED MEDICAL, DENTAL, VISION, FSA, HRA, HSA AND COBRA

Sealed responses, subject to the terms and conditions of this Request for Proposals (RFP) for Employee Benefits must be received by the specified due date and time at the City of Pflugerville and HUB International, per the instructions shown below. The complete RFP packet and any subsequent Addenda may be obtained by contacting HUB International by email caysi.mitchell@hubinternational.com. The publication notice for this RFP will be posted on the Pflugerville Pflag Newspaper.

Responses received after the specified date and time will not be accepted.

One (1) electronic copy to be delivered to:

City of Pflugerville Attn: Electronic proposals will be received on the Texas Bid System site only at:

https://www.bidnetdirect.com/texas/City-of-Pflugerville

One (1) electronic copy to be emailed to:

HUB International Attn: Caysi Mitchell;

caysi.mitchell@hubinternational.com

INSTRUCTIONS TO PROPOSERS

Proposers are responsible for making certain that proposals and proposed contracts are delivered to the City and HUB no later than the specified due date and time.

Proposals may be withdrawn prior to the above scheduled time set for closing of the proposals. Any proposal received after the date and hour specified will be rejected and returned unopened to the proposer.

The City of Pflugerville reserves the right to postpone the date and time for opening proposals through an Addendum.

1. PROPOSAL TIMELINE AND ESTIMATED PROJECT TIMELINE

2. PROPOSAL ORGANIZATION

Proposer’s submission package shall consist of the following using the Tab references as shown. Proposers should submit their documents, naming the documents per the instructions below. If needed, proposers may also add additional tabs following Tab G. Failure to submit forms in their entirety may disqualify the proposal.

TAB A – Cover Letter TAB B – Table of Contents TAB C – Proposer’s Certification and Addenda Acknowledgement TAB D – Deviations TAB E– Submission Form and Rate Sheets (separate attachment – Excel) It is required that proposers complete applicable Submission Form and Rate Sheets (Excel). The Submission Form and Rate Sheets MUST BE submitted on the Excel spreadsheet provided. Responses must be submitted in the original Excel format. PDF copies will not be accepted. If the workbook is password protected, please provide the password (or clear instructions on how to obtain the password).

TAB F – Vendor References TAB G – Exhibits (this is optional)

3. CLARIFICATION OF REQUIREMENTS AND REQUESTS FOR INFORMATION

It is the intent and purpose of the City of Pflugerville that this RFP permits competitive proposals. It shall be the proposer’s responsibility to advise if any language, requirements, etc., or any combinations thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification must be submitted in writing and must be received by Caysi Mitchell at caysi.mitchell@hubinternational.com no later than 5:00 p.m. CST on August 28, 2026. A review of such notifications will be made.

Vendors requesting additional information: Requests for clarification or additional information should be made no later than 5:00 p.m. CST on Friday, August 28, 2026 and should be directed to Caysi Mitchell via email at caysi.mitchell@hubinternational.com. All requests must be made in writing.

4. ADDENDA & MODIFICATIONS

All addenda and interpretations of this solicitation shall be in writing. The City of Pflugerville shall not be legally bound by an addenda or interpretation that is not in writing. Only information supplied in writing or in this RFP should be used in preparing proposal responses.

Requests for additional information should be made no later than 5:00 p.m. CST on Friday, August 28, 2026, and should be directed to Caysi Mitchell via email at caysi.mitchell@hubinternational.com. All requests must be made in writing. The Addenda will be issued on Wednesday, September 9, 2026.

The City does not assume responsibility for the receipt of any addendum sent to proposers.

The Proposer’s Certification and Addenda Acknowledgement form must be signed and returned with your proposal under Tab C.

5. EXAMINATION OF DOCUMENTS AND REQUIREMENTS

Each proposer shall carefully examine all RFP documents and thoroughly familiarize itself with all requirements prior to submitting a proposal to ensure that the services being offered meet the intent of these specifications.

Before submitting a proposal, each proposer shall be responsible for making all investigations and examinations that are necessary to ascertain conditions and requirements affecting the requirements of this RFP. Failure to make such investigations and examinations shall not relieve the Proposer from obligation to comply, in every detail, with all provisions and requirements of the RFP.

6. PROPOSAL PREPARATION COSTS

Issuance of this RFP does not commit the City of Pflugerville, in any way, to pay any costs incurred in the preparation and submission of a proposal.

The issuance of this RFP does not obligate the City of Pflugerville to enter into contract for any services or equipment.

All costs related to the preparation and submission of a proposal shall be paid by the proposer.

7. TRADE SECRETS, CONFIDENTIAL INFORMATION AND THE TEXAS PUBLIC INFORMATION ACT

If you consider any portion of your proposal to be privileged or confidential by statute or judicial decision, including trade secrets and commercial or financial information, clearly identify those portions.

Proposals will be opened in a manner that avoids disclosure of the contents to competing offerors and keeps the proposals secret during negotiations. All proposals are open for public inspection after the contract is awarded, but trade secrets and confidential information in the proposals are not open for inspection.

The City of Pflugerville will honor your notations of trade secrets and confidential information and decline to release such information initially, but please note that the final determination of whether a particular portion of your proposal is in fact a trade secret or commercial or financial information that may be withheld from public inspection will be made by the Texas Attorney General or a court of competent jurisdiction.

In the event a public information request is received for a portion of your proposal that you have marked as being confidential information, you will be notified of such request and you will be required to justify your legal position in writing to the Texas Attorney General pursuant to Section 552.305 of the Government Code. In the event that it is determined by opinion or order of the Texas Attorney General or a court of competent jurisdiction that such information is in fact not privileged and confidential under Section 552.110 of the Government Code and Section 252.049 of the Local Government Code, then such information will be made available to the requester.

Marking your entire proposal CONFIDENTIAL/PROPRIETARY is not in conformance with the Texas Open Records Act.

8. HISTORICALLY UNDER-UTILIZED BUSINESS (HUB) REQUIREMENTS:

The City of Pflugerville hereby notifies all proposers that in regard to any contract entered into pursuant to this RFP; Historically under-Utilized Business (HUB) will be afforded equal opportunities to submit proposals and will not be discriminated against on the grounds of race, color, sex, disability, or national origin in consideration of an award.

A HUB is defined as a small business concern which is at least 51% owned and controlled by one or more socially and economically disadvantaged individuals, or in the case of any publicly owned business, at least 51% of the stock of which is owned by one or more socially and economically disadvantaged individuals. Socially and economically disadvantaged include Women, Black Americans, Hispanic Americans, Native Americans, Asian-Pacific Americans, and Asian-Indian Americans.

9. HB 914 DISCLOSURE OF CERTAIN RELATIONSHIPS

Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with a local government entity disclose in the questionnaire form CIQ, the vendor or person’s affiliation or business relationship that might cause a Conflict of Interest with a local government entity. By law, this questionnaire must be filed with the records administrator of the City no later than the 7th business day after the date the person becomes aware of facts that require that statement to be filed. See Section 176.006, Local Government Code. A person commits an offense if the person violates Section 176.006, Local Government Code. An offense under this section is a Class C Misdemeanor.

10. ALTERING/WITHDRAWAL OF BIDS

Bids cannot be altered or amended after submission deadline. Any alteration or erasure made before bid opening time must be initialed by the signer of the bid, guaranteeing authenticity.

A bid price may not be withdrawn or canceled by the bidder for a period of ninety (90) days following the date designated for the receipt of bids without written approval of the City and bidder so agrees upon submittal of bid.

11. AUTHORIZATION TO BIND SUBMITTER OF PROPOSAL

Proposals are to be signed by an officer of the company authorized to bind the submitter to its provisions. Proposals are to contain a statement indicating the period during which the proposals will remain valid. A period of not less than ninety (90) days is required.

12. GENERAL TERMS AND CONDITIONS

No Contact Period Neither Proposer(s) nor any person acting on Proposer(s)'s behalf shall attempt to influence the outcome of the award by the offer, presentation or promise of gratuities, favors, or anything of value to any appointed or elected official or employee of the City, their families or staff members. All inquiries regarding the solicitation are to be directed to the designated City Representative identified on the first page of the solicitation. Upon issuance of the solicitation through the pre-award phase and up to the date the City Secretary publicly posts notice of any City Council agenda containing the applicable award, aside from bidder's formal response to the solicitation, through the pre-award phase, written requests for clarification during the period officially designated for such purpose by the City Representative, neither Proposers(s) nor persons acting on their behalf shall communicate with any appointed or elected official or employee of the City of their families or staff through written or oral means in an attempt to persuade or influence the outcome of the award or to obtain or deliver information intended to or which could reasonably result in an advantage to any bidder. However, nothing in this paragraph shall prevent a bidder from making public statements to the City Council convened for a regularly scheduled session after the official selection has been made and placed on the City Council agenda for action, or to a City Council committee convened to discuss a recommendation regarding the solicitation.

Evaluation and Award The City shall consider all factors it believes to be relevant in selecting the offer that provides the best value for the City including, but not limited to: (a) adherence to service description/specification/qualification requirement; (b) price; (c) reputation of Contractor and Contractor’s services; and (d) Contractor’s past relationship with the City. The City of Pflugerville reserves the right to accept or reject any proposal or combination of proposals deemed advantageous to it; however, it is the intent of the City to award to a single service provider representing the best value to the City with regard to the factors cited above.

Specification Changes NO PERSON has the authority to verbally alter these specifications. Any changes to specifications or clarifications will be made in writing and will be communicated by an Addendum.

Invoices The preference is for the City to receive itemized invoices issued on a monthly basis. Any invoice, which cannot be verified by the contract price and/or is otherwise incorrect, will be returned to the carrier for correction.

Indemnity Clause The Contractor agrees to indemnify and save harmless the City of Pflugerville and its officers, agents and employees from any and all claims, causes or action, and damages of every kind, for injury to or death of any person and damages, to property arising out of or in connection with the work done by carrier under this contract, and including acts or omissions of the City of Pflugerville or its officers, agents, or employees in connection with said contract.

Equal Opportunity Employer The successful carrier shall warrant and agree that he/she is an Equal Opportunity Employer. Should complaints of any form of discrimination, either in dispensation of the service, or within company hiring policies be substantiated, this contract may be terminated immediately.

Insurance Requirements An original, certified copy of an insurance certificate listing the City of Pflugerville as additional insured, must be submitted within fifteen (15) days of request. The successful carrier will be required to maintain, at all times during performance of the contract, the insurance detailed below. Failure to provide this insurance certificate within the specified amount of time may result in disqualification of bid.

Workers’ Compensation Insurance as required by laws and regulations applicable to and covering employees of Contract engaged in the performance of the work under this agreement with a limit of not less than $1,000,000.00;

Employers Liability Insurance protecting contractor against common law liability, in the absence of statutory liability, for employee bodily injury arising out of the master-servant relationship with a limit of not less than $1,000,000.00.

Comprehensive General Liability Insurance including products/completed operation with limits of liability of not less than: Bodily Injury $1,000,000.00 per each person, $2,000,000.00 per each occurrence/aggregate; Property Damage $1,000,000.00 per each occurrence;

Excess Liability Insurance Comprehensive general Liability, Comprehensive Automobile Liability and coverage’s afforded by the policies above, with the minimum limits of $5,000,000.00 excess of specified limits.

An original, certified copy of an insurance certificate listing the City of Pflugerville as additional insured, must be submitted within fifteen (15) days of request. The successful Contractor will be required to maintain, at all times during performance of the contract, the insurance detailed on the “Insurance Requirements” form, which is provided as an attachment. Failure to provide this insurance certificate within the specified amount of time may result in disqualification of bid.

Assignment The successful carrier may not assign, sell or otherwise transfer this contract without prior written consent of the City of Pflugerville.

Conflict of Interest Chapter 176 of the Texas Local Government Code requires that any person, who enters or seeks to enter in to a contract for the sale or purchase of property, goods or services with a local government entity and who has an employment or other business relationship with a local government officer of family member of the officer, as described by Texas Local Government Code Section 176.006, shall file a completed conflict of interest questionnaire with the City within seven (7) business days after the later of:

The date the person begins discussions or negotiations to enter in to a contract, including submission of a bid or proposal, or the date the person becomes aware of facts that require the statement to be filed.

Additional information and the form to be used to file this notice can be found at: https://www.ethics.state.tx.us/filinginfo/1295/

House Bill 1295 House Bill 1295 Certificate of Interested Parties as of January 1, 2016.

Any and all resultant contracts of this Request for Proposal will require the contractor to complete the Texas Ethics Commission requirements under the State of Texas House Bill # 1295 Certificate of Interested Parties. This requirement is not arbitrary and is MANDATORY for the City to contract with a provider.

Prior to entering into an agreement with a carrier, the City will require a fully completed 1295 Form.

Login information, Forms and Certification download may be obtained at: https://www.ethics.state.tx.us/filinginfo/1295/

The City strongly encourages respondents to view the Instructional Video for Business Entities and review the FAQ’s prior to proceeding with the filing.

Note: A Certification will require the provider to enter a contract/solicitation number in Box 3. That number for this solicitation is 2026-028.

PROPOSER CERTIFICATION AND ADDENDA ACKNOWLEDGEMENT

By signature affixed, the bidder certifies that neither the bidder nor the firm, corporation, partnership, or institution represented by the bidder, or anyone acting for such firm, corporation, or institution has violated the anti-trust laws of this State, codified in Section 15.01, et seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the bid made to any competitor or any other person engaged in such line of business.

Bidder has examined the specifications and has fully informed themselves as to all terms and conditions. Any discrepancies or omissions from the specifications or other documents have been clarified with City representatives and noted on the bid submitted.

Bidder guarantees product offered will meet or exceed specifications identified in this RFP.

Bidder must initial next to each addendum received in order to verify receipt:

Addendum #1____________ Addendum #2____________ Addendum #3____________

Bidder Must Fill in and Sign:

NAME OF FIRM/COMPANY:__________________________________________________

REPRESENTATIVE’s NAME:___________________________________________________ REPRESENTATIVE’s TITLE:____________________________________________________

MAILING ADDRESS:_________________________________________________________

CITY, STATE, ZIP:___________________________________________________________

AUTHORIZED SIGNATURE:____________________________________________________

DATE: ___________________________________________________________________

DEVIATIONS FROM SPECIFICATIONS

1. Describe, in detail, any deviations from the specifications.

· Does your organization agree to the specifications as outlined in the RFP?

· Would you be willing to agree to a performance-based contract? If so, please outline your proposed performance guarantees.

· Will your organization administer and/or underwrite the current benefits?

Contractual Provisions for Consideration

The firm who enters into a contract with the City of Pflugerville 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.

I. 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 will be separated for:

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

b. Retirees (under 65)

c. COBRA Eligible Plan Participants

II. 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.

III. 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.

PROPOSAL TERMS

1. The City currently offers these employer paid plans to both active Employees and Retirees (Under age 65). Carriers should mirror these plans and should also offer a DHMO option (if available).

Please refer to the Submission Form and Rate Sheets for more information on the requested plan options.

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

3. All proposals should be submitted net of commissions.

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

5. All participants enrolled in the Employee Benefits Plan as of January 1, 2026 are to receive immediate coverage under the new plan. The City's enrollment records are to be the basis for "take-over" for a January 1, 2027 effective date.

6. This RFP is for a five-year contract. A one-year contract with four (4) one-year renewal options, a two-year contract with three (3) one year-renewal options or a three-year contract with two (2) one-year renewal options will be considered. If it is the respondent’s intent to increase rates at the renewal date, the City must be notified of the maximum increase for each renewal period and the basis for calculating the increase. The City must be notified of renewal rates at least one hundred twenty (120) days prior to the effective date of the rate change

VENDOR SELECTION CRITERIA

(All Coverages)

1. Cost (50%)

2. Claims Processing (20%)

a) Turnaround time

b) Pended claims procedures

c) Statistical accuracy

d) General service procedures

e) Dedicated service team

f) Willingness to contractually establish performance criteria

3. Integrated Systems / Technology Initiative (10%) Capability to integrate systems between carrier and benefits administration platform are integral to the provider selection. The following components make up the whole of an integrated system:

a) Eligibility

b) Claims function

c) Claims payment

d) Access, format and frequency of management reporting

e) On-Line Tools

4. Network Adequacy (10%)

a) Geographic access to in-network providers within the Pflugerville service area

b) Disruption impact to top utilized providers and specialists

c) Disclosure of any tiered, narrow or high-performance network structures that may limit provider choice

5. Past Performance (10%)

d) Past relationship with the City

e) Recognitions / reputation of proposer

RFP OVERVIEW

Client: City of Pflugerville

Industry: Municipality

Group to be Covered: All Eligible Employees

Effective Date: 1/1/2027

Eligibility: 1st of the month following date of hire

Geo Access Report: Medical: 2 providers within 10 miles Dental: 2 providers within 10 miles Vision: 2 providers within 10 miles

Commission: MEDICAL AND DENTAL COVERAGES - NET VISION – 10% (to be paid to Alexander and Co.)

SPENDING ACCOUNTS & COBRA - NET

CURRENT PLANS – MEDICAL

Coinsurance

Emergency Room

Physician Office Visit

Specialist Office Visit

Preventive Care

Urgent Care

Prescriptions

Deductible, then :

Note: This is a brief summary and not intended to be a contract.

CURRENT PLANS – MEDICAL

HMO

Coinsurance

Emergency Room

Physician Office Visit

Specialist Office Visit

Preventive Care

Urgent Care

Prescriptions

CURRENT PLANS – HRA

CURRENT PLANS – DENTAL PPO PLAN

CURRENT PLANS — DENTAL DHMO PLAN

MetLife

Preventive

Restorative

Endodontics

Periodontics

Oral Surgery

Orthodontics

CURRENT PLANS – VISION PLAN

Frames/ Lenses, and/or Contacts

Medically Necessary Contacts

Elective Contacts

Note: This is a brief summary and not intended to be a contract.

CURRENT RATES

BCBSTX

BCBSTX

BCBSTX

Cigna

BCBSTX

BCBSTX

BCBSTX

Cigna

2026 (NEW)

MetLife MetLife Cigna 2023-2022 Aetna

MetLife MetLife Cigna 2023-2022 Aetna

2026 - 2023

Contributions

VENDOR REFERENCES

Please list three current and two former references, other than the City of Pflugerville, who can verify the quality of service your company provides. The City prefers references from customers/governmental entities of a similar size and with a scope of work consistent with this RFP.

CURRENT - REFERENCE ONE

GOVERNMENT/COMPANY NAME:

GOVERNMENT/COMPANY NAME:

GOVERNMENT/COMPANY NAME:

VENDOR REFERENCES (CONTINUED)

FORMER - REFERENCE ONE

GOVERNMENT/COMPANY NAME:

GOVERNMENT/COMPANY NAME:

Summary Conditions & Specifications – RFP

In submitting this quote/proposal, the respondent agrees and certifies to the following conditions:

1. Non-Inducement Statement: The respondent certifies that no employee, representative, or agent of the firm offered or gave gratuities in any form (i.e. gifts, entertainment, etc.) to any Council Member, official, or employee of the City of Pflugerville in order to secure favorable treatment or consideration in awarding, negotiating, amending or concluding a final agreement for this proposal.

2. Non-Debarment Statement: The respondent hereby certifies that he/she is not included on the U.S. Comptroller General’s Consolidated List of Persons or Firms currently debarred for violations of various contracts incorporating labor standards/provisions.

3. Validity Statement: If this proposal is accepted and a firm contract is entered, the undersigned offers and agrees, within one-hundred twenty (120) calendar days from the proposal date, to supply any or all items/services upon which prices are offered at the designated point and within the time specified.

4. Non-Collusion Statement: The respondent hereby certifies that he/she has made this quote independently, without consultation, communication, or agreement, for the purpose of restricting competition as to any matter relating to this proposal, with any other respondent or with any other competitor.

5. Conflict of Interest Statement: The respondent agrees that and warrants that no employee, official, or member of the City Council is, or will be, peculiarly benefited, directly or indirectly, in this proposal or any ensuing contract that may follow.

6. Conduct Statement: The respondent certifies by signing below that all of the above statements are true, and he/she has read the entire proposal document and agrees to abide by the terms, certifications, and conditions outlined.

Company Name: _______________________________________________________________ Contact Name: _________________________________________________________________ Title: _________________________________________________________________________ Email:_________________________________________________________________________ Business Address: ______________________________________________________________ Phone Number: ________________________________________________________________ Printed Name: __________________________________________________________________ Signature: _____________________________________________________________________

STATE OF TEXAS ‐ HOUSE BILL 89 VERIFICATION

I, , the undersigned representative of (Person name)

(Company or Business name) hereafter referred to as company, being an adult over the age of eighteen (18) years of age, do hereby certify the above‐named company, under the provisions of Subtitle F, Title 10, Government Code Chapter 2270:

1. Does not boycott Israel currently; and

2. Will not boycott Israel during the term of the contract for goods or services with the above‐named Company, business or individual with City of Pflugerville.

Pursuant to Section 2270.001, Texas Government Code:

1. “Boycott Israel” means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli‐controlled territory, but does not include an action made for ordinary business purposes; and

2. “Company” means a for‐profit sole proprietorship, organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, or any limited liability company, including a wholly owned subsidiary, majority‐owned subsidiary, parent company or affiliate of those entities or business associations that exist to make a profit.

DATE POSITION / TITLE

SIGNATURE OF COMPANY REPRESENTATIVE

ATTACHMENTS:

Conflict of Interest Questionnaire – Return Completed and Signed Submission Forms (Excel File) Census* Medical SPD/Certificates Medical Claims Data* Medical Top Provider* Rx Disruption* Dental SPD/Certificate Dental Claims Data* Dental Top Provider Report* Vision SPD/Certificate Vision Top Provider Report* Non-Profit Trust

* - Please email caysi.mitchell@hubinternational.com to request access to the files.

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