RFP 26-HR-01 Broker Services, Medical, Dental, Vision, Firefighter Cancer and Life Insurance Benefits

The City of Holly Hill, Florida, located in Volusia County, is issuing Request for Proposals 26-HR-01 to procure comprehensive broker services for its employee and retiree benefits program, including medical, dental, vision, firefighter cancer, and life insurance coverage administration. The procurement seeks qualified firms licensed to conduct business in Florida to serve as the Agent of Record, responsible for plan placement, renewal negotiations, carrier liaison, enrollment support, regulatory compliance, and claims advocacy for approximately 109 active employees and 53 retirees. Proposers must submit itemized pricing for each contract year and renewal period, with all proposed insurers maintaining an A.M. Best rating of A or higher or demonstrating five consecutive years of successful Florida operation with recent audited financial statements. The selected broker must maintain professional liability insurance of $5,000,000 minimum, commercial general liability of $500,000 per occurrence, and workers' compensation insurance as required by Florida law, while disclosing all direct and indirect compensation, commissions, and fees related to City services. Evaluation will be scored on a 100-point scale weighted across firm qualifications (20 points), team experience (15 points), scope responsiveness and technology (20 points), plan design and cost management (35 points), and public-sector references (10 points). A non-mandatory pre-proposal conference is scheduled for March 18, 2026, at 3:00 PM at City Hall; written questions must be submitted by 5:00 PM EST on April 2, 2026; sealed proposals are due by 3:00 PM EST on April 8, 2026; mandatory City Commission presentations are scheduled for April 28, 2026, at 6:00 PM; and award is anticipated for May 12, 2026, with coverage effective July 1, 2026. The initial contract term is two years, with the City reserving the right to renew for up to three additional one-year terms, subject to satisfactory performance and funding availability.

The RFP contains no specific set-aside designations or restrictions on the types of organizations that can respond, nor are disadvantaged enterprise certifications mentioned as requirements. Current insurance coverage is provided through Florida Health Care Plans for medical benefits (HDHP with HSA eligibility), Principal for dental coverage, EyeMed for vision benefits, and USAble Life for group term life, dependent life, and accidental death and dismemberment insurance; the selected broker must coordinate with these existing carriers and support transition of current benefit structures and employee enrollment. The City's current medical plan features a $1,700 individual/$3,400 family calendar year deductible with a $3,400/$6,800 out-of-pocket maximum, dental coverage with 100% preventive services, 80% basic procedures, and 50% major procedures capped at $5,000 annually, and vision coverage with $10 copays for exams, $25 copays for lenses, and $100 allowances for frames in-network. The City provides wellness incentives of up to $1,900 annual HSA contributions for employees completing required physical examinations and health assessments, and offers basic life insurance at no employee cost with optional voluntary life insurance available up to $500,000 or five times salary. Specific award values and budget ranges are not disclosed in the RFP documentation; however, the census data indicates a workforce of 109 active employees and 53 retirees requiring coverage, with 2026 medical premiums for the HDHP ranging from $641.10 for employee-only to $1,346.31 for family coverage monthly, supplemented by dental premiums of $35.41 to $127.75 and vision premiums proportionally scaled to coverage tier selections.