CSP NO. 26-005-05-13?Req. for Competitive Sealed Proposals for Fully Funded Group Health Insurance

REQUEST FOR COMPETITIVE
SEALED PROPOSALS
FOR

FULLY FUNDED GROUP HEALTH
INSURANCE

CSP NO. 26-005-05-13

ESTAS

NOTICE OF INTENT TO RESPOND

Firms interested in submitting a bid on CSP NO. 26-005-05-13 as outlined in the specifications, should indicate
their intention by signing, dating and returning the form to the email address below prior to MAY 6,
2026,12:00 P.M., so that they may receive any addendums to the specifications should the need arise.

City of San Juan

Attn: Lori A. Maldonado, Purchasing Agent

512 S, Nebraska Avenue, San Juan, Texas 78589
Phone: (956) 223-2204

Imaldonado@sjtx.us

Bidder:
[Please print or type the full name of your proprietorship, partnership, corporation, or joint venture.*)

Contact Name:

[Please print or type name] [Title]
Address:
[Mailing]
[Street, if different]
Telephone:
[Print or type telephone number]
Fax:
[Print or type telephone number]
Email:

[Print or type]

REQUEST FOR SEALED PROPOSAL

Sealed proposals addressed to Lori A. Maldonado, Purchasing Agent, who can be reached
at (956) 223-2204. Any communication regarding this CSP should be emailed to
Imaldonado@sjtx.us including in the subject line "Fully Funded Group Health Insurance -
CSP NO. 26-005-05-13." The City is requesting one (1) original, three (3) copies and (1)
USB Electronic of the proposal in a sealed envelope. The envelope should clearly indicate
it is a proposal for "Fully Funded Group Health Insurance - CSP NO. 26-005-05-13".
Proposals submitted by fax or electronically will not be accepted. Proposals must be
submitted on or before 3:00 p.m., on Wednesday, May 13, 2026, in a sealed envelope
with a return address, addressed as follows:

REQUEST FOR COMPETITIVE SEALED PROPOSALS
FULLY FUNDED GROUP HEALTH INSURANCE - CSP NO. 26-005-05-13
ATTN: LORI A. MALDONADO, PURCHASING AGENT
CITY OF SAN JUAN
512 S. NEBRASKA AVENUE
SAN JUAN, TEXAS 78589-2649

Specifications can be obtained by calling the Purchasing Division at (956) 223-2204, by
picking them up at the San Juan City Hall, 512 S. Nebraska Ave., San Juan, Texas, 78589
between the hours of 8:30 a.m. - 4:30 p.m., Monday thru Friday, or by downloading them
from the City's web-site, www.sijtx.com.

Be advised that if a firm downloads the bidding documents from the web page and is
contemplating on the project, the respondent must register with the Purchasing Division so
that any changes/ additions via Addendum can be forwarded to the firm. Register with the
Purchasing Division by email to !maldonado@sjtx.us. Please include the firm's name,
address, phone number and fax number, as well as the contact person name and title in
your email and "FULLY FUNDED GROUP HEALTH INSURANCE - CSP NO. 26-005-05-13"
in the email's subject line.

The City of San Juan reserves the right to refuse and reject any or all proposals and to waive
any or all formalities or technicalities or to accept the proposal to be the best and most
advantageous to the City, and hold the proposals for a period of 90 days without taking
action. Proposals submitted past the aforementioned date and time will not be accepted.

Caution to those submitting bids; those not in the proper form may be rejected.

SECTION 1. INSTRUCTIONS TO RESPONDENTS

Please read the specifications/requirements thoroughly and ensure that the CSP offered
complies with all specifications/requirements noted. Any variation from the specifications/
requirements must be clearly indicated on letterhead attached to the proposal. If no
exceptions are noted, and you are the successful Respondent, it will be required that the
service(s) be provided as specified by the proposal.

PURPOSE
The purpose of these specifications/requirements and proposal documents are to execute a
contract for:

FULLY FUNDED GROUP HEALTH INSURANCE

INTENT

The service to be furnished under this CSP shall be in accordance with these
specifications/requirements. All specifications/requirements shown are minimum. There is
no intention to disqualify any Respondent who can meet these specifications.

SUBMITTAL OF RFP

The City is requesting one (1) original, three (3) copies and (1) USB Electronic of the
proposal in a sealed envelope. The envelope should clearly indicate it is a proposal for "Fully
Funded Group Health Insurance - CSP NO. 26-005-05-13. Proposals submitted by fax or
electronically will not be accepted. Proposals must be submitted on or before 3:00 p.m.,
on Wednesday, May 13, 2026, in a sealed envelope with a return address, addressed
as follows:

REQUEST FOR COMPETITIVE SEALED PROPOSALS
FULLY FUNDED GROUP HEALTH INSURANCE - CSP NO. 26-005-05-13
ATTN: LORI A. MALDONADO, PURCHASING AGENT
CITY OF SAN JUAN
512 S. NEBRASKA AVENUE
SAN JUAN, TEXAS 78589-2649

Submittal of a proposal in response to this Request for Proposals constitutes an offer by the
Respondent and if accepted by the City, constitutes a Contract. Proposals which do not
comply with these specifications/requirements may be rejected at the option of the City.
Proposals must be filed with the City of San Juan, before opening day and hour. No late
proposals will be accepted. Proposals cannot be altered or amended after the opening time
of the RFP. Any changes made before opening time are to be initialed to guarantee

authenticity. Person signing proposal must show title or authority to bind his/her firm in a
contract.

SALES TAX
State sales tax must not be included in proposal.

SUBSTITUTIONS
No substitutions or cancellations permitted without written approval from the City of San
Juan.

NO PROPOSAL RESPONSE

If unable to quote, Respondent should return inquiry giving reasons. Failure to comply will
obligate the City of San Juan to remove non-responsive Respondents from Respondent's
list.

VARIATIONS

Any additions, deletions, or variations from the following specifications/requirements must
be noted. Any parts not specifically mentioned which are necessary for the service to deliver
Fully Insured Group Health Insurance shall be furnished by the successful Respondent.

TIME ALLOWED FOR ACTION TAKEN :
The City may hold proposals for 90 days after CSP opening without taking action.
Respondents shall be required to hold their proposals firm for the same period of time.

RIGHT TO REJECT/AWARD

The City of San Juan reserves the right to refuse and reject any or all proposals, and to
waive any or all formalities or technicalities, and to ensure awards of contract, as may be
deemed to be the best and most advantageous to the City of San Juan.

INDEMNIFICATION CLAUSE

Respondent shall agree to indemnify, hold harmless and defend the City, its officers, agents
and employees from any and all claims, losses, causes of action and damages, suits and
liability of every kind, including all expenses of litigation, court costs, and attorney's fees for
injury to or death to any person or for damage to any property arising out of or directly
connected with the negligence of the Respondent, its agents, officers and employees,
carried out in furtherance of services and/or obligations being offered to the City in relation
to this Request for Proposal.

Respondent shall further agree to assists City in defense of claims or litigation brought
against the City and related to the services and/or obligations being offered to the City in
relation to this Request for Proposal.

PAYMENT

The City of San Juan will execute payment by mail in accordance with the State of Texas
Prompt Payment Act after services have been completed, introduced to the City, and found
to meet the City of San Juan specifications/requirements. No other method of payment will
be considered.

ASSIGNMENT

Neither the Respondents' contract nor payment due to an awarded vendor may be assigned
to a third party without the written approval of the Purchasing Division for the City of San
Juan.

INTERPRETATIONS

Any questions concerning the project and/or specifications/requirements with regards to this
request for competitive sealed proposals shall be directed to the designated individuals, as
outlined in the proposals. Such interpretations, which may affect the eventual outcome of
this request for proposals, shall be furnished in writing to all prospective Respondents via
Addendum. No interpretation shall be considered binding unless provided in writing by the
City of San Juan in accordance with paragraph entitled "Addendum." Any questions
requesting clarifications and/or additional information shall be submitted by email to
Imaldonado@sijtx.us before Tuesday, May 6, 2026 at 12:00 p.m.

STATUTORY REQUIREMENTS

It shall be the responsibility of the successful Respondent to comply with all applicable State
and Federal laws, Executive Orders, Municipal Ordinances, and the Rules and Regulations
of all authorities having jurisdiction over the work to be performed hereunder and such shall
apply to the contract throughout, and that they will be deemed to be included in the contract
as though written out in full in the contract documents.

RIGHT TO WAIVE
The City of San Juan reserves the right to waive or take exception to any part of these
specifications/requirements when in the best interest of the City of San Juan.

HUB CERTIFICATION

State Certified "HUB (Historically Underutilized Businesses) vendor(s) are asked to provide
a copy of their certification, if they have not previously done so (information to be emailed to
the Purchasing Division at Imaldonado@sjtx.us).

CONFIDENTIAL INFORMATION

Any information deemed to be confidential by the Respondent should be clearly noted on
the pages where confidential information is contained; however, the City cannot guarantee
that it will not be compelled to disclose all or part of any public record under the Texas Public
Information Act, since information deemed to be confidential by the Respondent may not be
considered confidential under Texas Law, or pursuant to a court order.

VERBAL THREATS

Any threats made to any employee of the City, be it verbal or written, to discontinue the
providing of item/material/services for whatever reason and/or reasons shall be considered
a breach of contract and the City will immediately sever the contract with the vendor on
contract.

MATHEMATICAL ERRORS
In the event that mathematical errors exist in any proposal, unit prices/rates -vs- totals, unit
prices/rates will govern.

PAST PERFORMANCE

Respondents are advised that past performance, as it relates to product and/or service on
purchase/service/supply contracts previously held with the City, shall be a factor in the award
of this service contract. The City's position on this matter shall be final.

JURISDICTION

Contract(s) executed as part of this solicitation shall be subject to and governed under the
laws of the State of Texas. Any and all obligations and payments are due and performable
and payable in Hidalgo County, Texas.

VENUE
The parties agree that venue for purposes of any and all lawsuits, cause of action, arbitration,
and/or any other dispute(s) shall be in Hidalgo County, Texas.

CONELICT OF INTEREST
Respondents are advised that they must be in compliance with the below mentioned law:

CHAPTER 176 OF THE TEXAS LOCAL GOVERNMENT CODE

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 of San Juan no later than the 7th

business day after the date the person becomes aware of facts that require the 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.

For more information or to obtain Questionnaire CIQ, go to the Texas Ethics Commission
web page at www.ethics.state.tx.us/forms/CIQ.pdf. If you have any question about
compliance, please consult your own legal counsel. Compliance is the individual
responsibility of each person or agent of a person who is subject to the filing requirements.
Related forms included in RFP packet are to be completed and returned with RFP.

The City of San Juan City Commission and City Manager are as follows:

+ Mayor Mario Garza

+ Mayor Pro-Tem Jesus "Jesse" Ramirez

* Commissioner Mario Cantu
Commissioner Gilbert Garza

* Commissioner Marco "Markie" Villegas

City Staff include:

+ Ruben Guajardo, City Manager

+ Juan Tijerina, Risk Manager

+ Maria "Lulu" Beltran, Director of Finance
+ LoriA. Maldonado, Purchasing Agent

Appendix A, Conflict of Interest Questionnaire must be completed and returned within an
entire completed copy of this RFP. See included example on how the form can be
completed.

Other Local Government Officers of the City of San Juan include the following:

1. Board and Commission members and appointed members by the Mayor
and City Commission;

Conflict of Interest Questionnaire (Form ClQ): A person or business, and their agents, who
seek to contract or enter into an agreement with the City, are required by Texas Local
Government Code, Chapter 176, to file a conflict-of-interest questionnaire (FORM ClQ)
which is found in Appendix A. The form must be filed with the City Secretary no later than
seven (7) days after the date the person or business begins contract discussions or

negotiations with the City, or submits an application, response to a request for proposals or
bids, correspondence, or other writing related to any potential agreement with the City.

DISQUALIFICATION
The applicant may be disqualified for any of the following reasons:

The applicant is involved in any litigation against the City of San Juan;

e The applicant is in arrears on any existing contract or has defaulted
on a previous contract with the City;

e The applicant is debarred, suspended, or otherwise excluded from or
ineligible for participation in State or Federal assistance programs.

FORM 1295 CERTIFICATE OF INTERESTED PARTIES

Certificate of Interested Parties: In 2015, the Texas Legislature adopted House Bill 1295,
which added section 2252.908 of the Government Code. The law states that a governmental
entity or state agency may not enter into certain contracts with a business entity unless the
business entity submits a disclosure of interested parties to the governmental entity or state
agency at the time the business entity submits the signed contract to the governmental entity
or state agency. The law applies only to a contract of a governmental entity or state agency
that either (1) requires an action or vote by the governing body of the entity or agency before
the contract may be signed or (2) has a value of at least $1 million. The disclosure
tequirement applies to a contract entered into on or after January 1, 2016. Please go to the
Texas Ethics Commission webpage (www.ethics.state.tx.us) for full instructions and to
complete the required steps for creation of Form 1295. Once the form is completed online,
printed and signed please return the form with your proposal submission.

INSURANCE REQUIREMENTS

The Respondent agrees to carry adequate General Liability and Automobile Liability
Insurance as mandated by state law, as well as, Worker's Compensation insurance as
mandated by Preamble 110.110. Respondent further agrees to indemnify and hold the City
of San Juan harmless of any and all losses, damages or claims arising out of or in any way
connected with any injury or injuries to any employee or employees of the contract and from
any claims of any other person or persons for injuries, losses or damages sustained at,
around, or in connection with the work, unless the negligence of the City of San Juan and/or
servant and agents, is shown to be the sole proximate cause of said injury, loss, or damage.
Respondent will be responsible to provide necessary insurance as required by the City of
San Juan and mandated by state law in compliance with Section II of the General
Specifications when submitting proposal.

Minimum Insurance Requirements

Type of Coverage Limits of Liability
[Worker's Compensation Statutory Coverage
Comprehensive General Liability $1,000,000 each occurrence

(City Name asadditional insured) |

$1,000,000 each occurrence

$1,000,000 each occurrence

BUDGET APPROVAL
For purposes of this project, award will be contingent on approval of budget.

METHOD OF AWARD

Respondents are advised that the City of San Juan reserves the right to award this contract
to the lowest responsible respondent or the respondent that ranked the highest, therefore
providing the best value. Factors and weights to be considered to determine respondent
providing the best value are as noted on the specification/requirements.

FAILURE TO COMPLETE SERVICE

Respondents are advised that failure to complete the project within the time frame(s) allowed
(after award of contract by fax, mail or by telephone order), shall be grounds for termination
of contract. In the case of termination, written notice shall be given to the successful vendor
and complete contract shall be severed.

CONTRACT

The plan is for a one (1) year term beginning October 1, 2026, and ending September 30,
2027, with the option to award for two (2) additional years, as approved by the City
Commission. The City reserves the right to terminate the contract if, in the opinion of the
City, the successful firm's performance is not acceptable or the City wishes, without cause,
to discontinue the contract. Termination of contract will be in written form.

SECTION Il. RFP REQUIREMENTS

INTRODUCTION

The City of San Juan's Department of Risk Management is responsible for the administration
of the City's benefits and insurance, including medical, dental, vision, life, accidental death,
long term disability, etc. It is the goal of the City to provide competitive and affordable