RFP#_2025-08_Ancillary_Products.pdf

The City of Edinburg

Request for Proposal (RFP# 2025-08)

Voluntary Employee (Insurance) Benefit Products: (Section 125 & Third-Party Administration for Consolidated Billing), 457 Administration, Accident, Cancer, Critical

Illness, Vision, Dental, Short Term/Long Term Disability, Group Term Life/Voluntary Life and Accidental Death and Dismemberment, Employer Paid Life Insurance, Hospital

Indemnity)

Effective Date: October 1, 2025

Deadline for Proposals: 03:00 P.M., Tuesday, July 15, 2025

Prepared by: Roger Garza, Insurance Consultant Valley Risk Consulting, Inc., 1200 Fresno, Suite C, McAllen, Texas 78501

The City of Edinburg is accepting proposals for:

RFP# 2025-08 Voluntary Employee (Insurance) Benefit Products: (Section 125 & Third-Party Administration for Consolidated Billing), 457 Administration, Accident, Cancer, Critical Illness, Vision, Dental, Short Term/Long Term Disability, Group Term Life/Voluntary Life and Accidental Death and Dismemberment, Employer Paid Life Insurance, Hospital Indemnity)

Proposals must be submitted electronically to: https://procurement.opengov.com/portal/cityofedinburg no later than Tuesday, July 15, 2025 @ 03:00 p.m.”

Proposals will be accepted until 03:00 p.m. on Tuesday, July 15, 2025. Any proposals received late will not be accepted.

Any questions about this Request for Proposal should be submitted through the procurement portal by 05:00 p.m. Thursday, July 3, 2025.

The proposal will be awarded at a City Commission meeting in August. The city reserves the right to accept or reject any and/or all proposals, waive minor technicalities, or award the proposal to the most responsible offeror who best serves the City's interests.

Please fill out, sign, and submit with your proposal response the enclosed IRS Form, W-9, and Conflict of Interest Questionnaire.

We look forward to hearing from you.

Sincerely, Erica Balli, Director of Human Resources

TABLE OF CONTENTS

SECTION 1:

PROPOSAL PACKAGE CHECKLIST REMINDER

CONFIDENTIAL DISCLOSURE STATEMENT

STANDARD TERMS AND CONDITIONS

GENERAL PROPOSAL REQUIREMENTS & ASSUMPTION BACKGROUND

FELONY CONVICTION NOTIFICATION

PROPOSAL SPECIFICATION REQUIREMENTS

CRITERIA EVALUATION

NON-COLLUSION STATEMENT & SIGNATURE SHEET

CERTIFICATE OF INTERESTED PARTIES FORM 1295

SECTION 2:

PROPOSER ASSUMPTION PAGE

PROPOSER QUESTIONNAIRES

Benefit Exhibits:

Information provided on website

GENERAL PROPOSAL REQUIREMENTS & ASSUMPTION BACKGROUND

Proposals will be accepted until 03:00 p.m. on Tuesday, July 15, 2025, at which time they will be opened.

City of Edinburg is not responsible for proposals submitted incorrectly.

1. Proposed effective date as per insurance policy inception date, or after approval by the city commission, whichever occurs later.

2. City of Edinburg would like to enter into a one-year contract with the option to renew for two (2) additional (separate) one (1) year terms, if there are no changes in terms and conditions, insurance agent, or underwriting company. The city would like a three-year rate guarantee on all products.

3. A minimum of 90 days' advance notice must be provided to the City concerning any subsequent adjustment to premium rates or fees.

4. Please return the original proposal forms in the same order received, with yes or no questions answered, and the blanks filled in. This will make it a lot easier to analyze the proposal. This is to the Benefit of both parties.

5. Carriers must include standard commission rates and disclose any tech credits.

6. The City retains the services of Roger Garza, with Valley Risk Consulting Inc., McAllen, Texas. VRC will evaluate all proposals and make a recommendation to the City of Edinburg Administration and the City Commission.

CRITERIA EVALUATION

In determining to whom to award a contract, the City shall consider the following:

(1) the purchase prices.

(2) the reputation of the vendor and of the vendor’s goods or services.

(3) the quality of the vendor’s goods or services.

(4) the extent to which the goods or services meet the City's needs.

(5) the vendor’s past relationship with the City.

(6) the impact on the ability of the City to comply with laws and rules relating to historically underutilized business.

(7) the total long-term cost to the City of acquiring the vendor’s goods or services.

(8) any other relevant factor specifically listed in the request for bids or proposals; and

(9) the vendor or the vendor’s ultimate parent company or majority owner has its principal place of business in this state.

Assumptions

Voluntary Employee (Insurance) Benefit Products: (Section 125 and Consolidated Billing – TPA, 457 Administration, Accident, Cancer, Critical Illness, Vision, Dental, Short Term/Long Term Disability, Critical Illness, Group Term Life/Voluntary Life and Accidental Death and Dismemberment, Employer Paid Life, Hospital Indemnity)

1. At completion of enrollment, the City is to be provided with a master payroll deduction list that includes age, benefit amount and premium for both employees and dependent, if applicable. Two lists are to be provided: one for biweekly employees and one for monthly employees.

2. Each proposed product submitted will have its rates illustrated in monthly premiums. Life Insurance & AD&D in bands of $1000. Short/Long Term Disability products will be in units of 100. Interest Sensitive life insurance or any Life insurance product that offers cash accumulation will not be considered.

3. Proposals should be submitted electronically at https://procurement.opengov.com/portal/cityofedinburg.

Only products that are outlined in this Request for Proposals (RFP) will be considered. The City will only consider one company for each insurance plan advertised.

4. Carriers offering products that combine any of the requested products together will NOT be considered.

(i.e. Cancer with Critical Illness)

5. Proposals are desired for Cancer Supplements, Critical Illness, Voluntary Group Accident Insurance, Vision, Dental, Group Term Life/Voluntary Life & AD&D, Short/Long Term Disability, IRC 125 & Flex Plan Admin, 457 Administration, Employer Paid Life Insurance. These plans should meet the requirements of the IRC Section 125 for all benefit provisions.

6. The city desires three (3) rate guarantees on all lines of coverage.

7. The City desires to receive proposals for a one (1) year term with the option to renew for two (2) additional one

(1) year terms.

8. The insurance company must have an A.M. Best rating of an A- or better.

9. Multiple proposals from the same carrier/insurance company will not be accepted. Carriers/insurance companies may submit an attached list of agent/agencies requesting consideration.

10. Services are to include monthly education/enrollment meetings with new employees and annual group education/enrollment will all employees.

11. The effective date is to be October 1, 2025. All participants enrolled in the voluntary group disability insurance plan as of May 31, 2025, are to be allowed to continue current coverage on a “no loss/no gain” basis. Employees not currently enrolled are to be allowed to enroll during an open enrollment period.

12. RFP will NOT be available as a Word document. If necessary, submit answers on a separate sheet of paper numbered and answered as outlined in this RFP.

13. The City of Edinburg shall retain the right to select the agent(s) or agencies of its choice pertaining to this RFP. A statement of agent or agency’s qualifications shall include contact information (address, phone numbers, facsimile numbers, and email contact), services to be provided, and years in business, and a copy of the proper Texas Department of Insurance license to perform the service.

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