Health insurance and benefit broker

The City of Sun Prairie, Wisconsin is issuing Request for Proposals (RFP #26-HR09) to procure comprehensive health insurance and benefits broker services for the period January 1, 2027, through December 31, 2030, with options for two additional one-year renewal periods. Proposals must be submitted by March 31, 2026, at 2:00 PM CST to the Finance Department at 300 East Main Street, Sun Prairie, Wisconsin 53590, with a question deadline of March 20, 2026, and posted answers by March 27, 2026. The City seeks a qualified broker to provide full-service benefits consulting and management services for approximately 280 benefit-eligible employees and 10 retirees, including health insurance, dental insurance, vision insurance, Section 125 cafeteria plan administration, whole term life insurance, pet insurance, and employee near-site clinic oversight. Key deliverables and services include benefit plan and provider management, plan performance analysis and reporting, cost containment strategies, compliance advisory, budget preparation, renewal strategy assistance, wellness program evaluation, open enrollment support, voluntary benefits management, and recommendations for benefit modifications. Proposals will be evaluated on a weighted 100-point scoring system: Qualifications of Firm (25 points), Relevant Experience of Firm (25 points), Costs (25 points), Sustainability (10 points), DBE/WBE/DVB status (10 points), and Local Preference (5 points), with a minimum of 75 percent required in marked categories to qualify. Proposers must submit all required forms including a Signature Affidavit (Form A), Vendor Profile (Form C), References (Form D), Insurance Requirements documentation (Form E), a sealed Fee Proposal (Form F), and Sustainability Questionnaire (Form G), with flat fee pricing options required and cost proposals submitted in separate sealed envelopes.

The City has implemented a local vendor preference that grants scoring advantages to suppliers with a physical address within Sun Prairie as of the bid due date and may award cooperative purchasing arrangements to other Wisconsin municipalities. Vendors must provide certifications regarding DBE/WBE/DVB status, demonstrate the absence of conflicts of interest, pending judgments, bankruptcy filings within the past five years, and regulatory citations or fines within the past two years. The City currently maintains fully insured benefits programs with multiple vendors including GHC for medical coverage, Delta for dental, EyeMed for vision, and various providers for life insurance, supplemental insurance, pet insurance, and deferred compensation, with an annual insurance budget of approximately $5,189,524 and monthly employer-paid costs including approximately $50-$100 per subscriber for medical coverage and $40.29 for dental. The contractor must obtain comprehensive insurance coverage including workers' compensation with statutory limits, commercial general liability of $1,000,000 per occurrence, automobile liability of $1,000,000 per occurrence, umbrella liability of $5,000,000 per occurrence, and professional liability of $1,000,000 per claim and annual aggregate, with the City named as an additional insured. No specific award date or exact contract value is identified in the RFP documentation; however, extension pricing will be adjusted annually based on the Consumer Price Index for All Urban Consumers, and the City reserves the right to terminate the contract at any time with 30 days' written notice, limiting its liability to pro rata costs of services performed.