Basic Life/AD&D, Vol Life/AD&D, STD, LTD and Worksite Insurance

The City of Waxahachie, Texas is issuing a Request for Proposal (RFP) to procure comprehensive ancillary insurance benefits for approximately 475 full-time employees. The procurement encompasses Basic Life/AD&D, Voluntary Life/AD&D, Short-Term Disability, Long-Term Disability, and voluntary worksite products including Critical Illness, Accident, and Hospital Indemnity coverage on a fully insured basis. Qualified vendors must demonstrate financial stability, satisfactory performance records with at least five references preferably from similarly sized municipalities, and appropriate licenses and certifications. Key objectives include minimizing service disruption, enhancing employee experience, securing rate stability, and providing efficient implementation with flexible plan options and reliable claims and customer support. Proposers must submit multi-year rate guarantees aligned with industry standards (one to three years for Critical Illness and Accident, one to two years for Life and AD&D, and one to three years for disability coverage), technology offset credits, and transition credits applicable to implementation and enrollment systems. Questions must be submitted by May 20, 2026 at 10:00 a.m. Central Time, with proposals due by May 29, 2026 at 12:30 p.m. through the OpenGov electronic bidding portal and a public opening scheduled for May 29, 2026 at 12:35 p.m. via Microsoft Teams. The successful vendor will be awarded a one-year initial contract commencing October 1, 2026, with four optional one-year renewal periods.

The RFP does not indicate set-aside designations or specific restrictions limiting responses to particular types of organizations. The City of Waxahachie currently contracts with Voya for all ancillary coverages and existing pricing information demonstrates monthly rates ranging from $0.119 per $1,000 for Basic Life to $0.030 per $1,000 for Basic AD&D, though renewal rates are not currently available. All pricing must be submitted net of commissions and exclusive of Texas Sales and Use Tax, as the City is tax-exempt. Coverage eligibility begins on the date of hire for full-time employees working 30 hours per week, with true open enrollment required for all applicable products without evidence of insurability where allowable. Detailed RFP census data is available upon request from the Purchasing Manager, and proposers should reference this information when preparing cost estimates. The RFP does not specify an explicit award value or budget range in the available documentation.