Employee Benefits Insurance - Dental

REQUEST FOR PROPOSAL (RFP)
RFP No. 6860 for Employee Benefits Insurance - Dental
Released: April 16, 2026
Proposal Due: May 20, 2026 at 2:00 p.m. (CT)
Submit Proposals to:
City Secretary
City of Portland
1900 Billy G. Webb Dr.
Portland, TX 78374

City of Portland RFP No. 6860 for Employee Benefits Insurance - Dental
SECTION 1 - NOTICE OF REQUEST FOR PROPOSAL
A. Introduction
The City of Portland (hereinafter referred to as the "City") is requesting proposals from dental
insurance carriers to provide services for full-time City employees.
The City employs 189 full-time employees and currently offers retiree dental coverage to 42 eligible
retirees. Dependent coverage is available to eligible employees and retirees who elect coverage.
The City currently utilizes Employee Navigator for its enrollment platform.
The City's employee benefits consultant, Higginbotham Insurance Agency, Inc., will assist the City in
reviewing proposals and providing recommendations regarding plan design and carrier selection.
The contact person for this Request for Proposal is:
Sandra Rodriguez
Purchasing Officer
City of Portland
sandra.rodriguez@portlandtx.gov
361-777-4576
B. General Information
The purpose of this RFP is to provide minimum requirements, solicit proposals and gain adequate
information from which the City may evaluate the Proposer's products and services as they
compare to other providers and as they pertain to the needs of the City's organization as defined in
this document.
The objective is to identify and award a contract to the Proposer whose Proposal is determined by
the City to be the most advantageous ("Best Value") to the City.
C. Project Timeline Schedule:
Activity Date/Time
Request for Proposal Release Date April 16, 2026
Deadline for Requests for Clarification A p r il 27, 2026 by 5:00 p.m. (CT)
(Questions & Inquiries)
Responses to Requests for Clarification April 30, 2026
Proposals Due Deadline May 20, 2026, at 2:00 p.m. (CT)
Anticipated Award of Contract June 16, 2026
The City reserves the right to change the schedule of dates above as deemed necessary.
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City of Portland RFP No. 6860 for Employee Benefits Insurance - Dental
SECTION 2 - INSTRUCTIONS TO PROPOSERS
A. Proposal Process
a. Unauthorized modifications of specifications, forms or terms may render the proposal invalid.
b. The Proposer shall submit two (2) hard copies and one (1) electronic copy of the completed proposal,
and any other required documentation or information identified in this RFP, addressed to:
City of Portland
Elisa Silva - City Secretary
1900 Billy G. Webb Dr.
Portland, TX 78374
c. The Proposal must be submitted in a sealed envelope bearing the title "SEALED PROPOSAL - RFP
No. 6860 FOR EMPLOYEE BENEFITS INSURANCE - DENTAL" along with Proposer's name, address and
contact information.
d. Proposers shall comply with any additional detailed instructions regarding submission of proposals
found in this RFP.
e. The deadline for submission of Proposals is May 20, 2026 at 2:00 p.m. (CT).
f. Proposals must be received before the date and time specified in this RFP. Without exception,
Proposals received on or after this deadline will be deemed late, non- responsive and will not be
considered.
g. The City's Purchasing Policy requires that all Proposals must be submitted and remain sealed, secret,
and unopened until the DUE DATE AND TIME specified in this RFP. Therefore, Proposals submitted
directly to the City by facsimile or e-mail will be considered non-responsive and eliminated from
consideration.
h. Sealed Proposals may be submitted in person, by U.S. Mail, Special Delivery, or courier service.
i. Proposals should not include taxes as the City is tax exempt. The City's Tax Exemption Certificate will
be provided upon request.
j. Should there be any shipping involved in this Proposal, shipping shall be FOB Destination and
included in the pricing unless specifically listed as a Proposal item.
k. Any time stated in this RFP refers to local time, which is Central Time, and any number of days shall be
construed as calendar days.
l. The City reserves the right to reject any or all Proposals, to waive any non-material irregularities or
informalities in any RFP, and to accept or reject any item or combination of items.
m. All costs incurred by the Proposer in responding to the RFP shall be borne by the Proposer.
B. Requests for Clarification
a. Any Proposer requiring further clarification of the RFP process and procedures should submit requests
for clarification in writing in the form of questions and/or inquiries to the City's Purchasing Officer,
Sandra Rodriguez, at sandra.rodriguez@portlandtx.gov before 5:00p.m. (CT) on April 27, 2026. The
Proposer should request confirmation via email that the request for clarification(s) was received or
follow up with a phone call, if necessary, to confirm receipt. The City's Purchasing Officer can be
reached at 361-777-4576.
b. An addendum will be issued to address the questions and answers along with any changes to the
documents as a result of these requests for clarifications. The addenda will be released by close of
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City of Portland RFP No. 6860 for Employee Benefits Insurance - Dental
business on April 30, 2026. Proposers must acknowledge receipt of all Addenda.
c. Proposers' request for clarifications (questions & inquiries) and the City's response(s) can be found
on the City's website in the form of an addenda on the specified date.
d. All other City employees do not have the authority to respond for the City regarding this RFP. Any
attempt by a Proposer, the Proposer's officers, employees, or agents to lobby or influence a vote or
recommendation related to the Proposer's Proposal submitted in response to this RFP, directly or
indirectly, through any contact with City Council members or other City officials between the date this
RFP is released to the public and the date a contract is awarded by the City may result in rejection of
the Proposer's Proposal at the discretion of the City Manager or designee.
C. Proposer Minimum Requirements
a. The Proposer must be authorized and licensed to provide dental insurance coverage in the State of
Texas.
b. The Proposer must have experience providing group dental insurance services to public or private
sector employers.
c. The Proposer must provide at least three (3) references from current or recent clients for whom similar
services have been provided.
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City of Portland RFP No. 6860 for Employee Benefits Insurance - Dental
SECTION 3 - GENERAL CONDITIONS
A. Procedural and Content Questions
During review of this RFP and preparation of the Proposal, certain errors, omissions or ambiguities may
be discovered. If so, or if there are doubts or concerns about the meaning of any part of this RFP,
questions should be submitted to the City's designated Purchasing Officer as described in this RFP.
B. Basis for Proposal
a. Proposers should carefully examine the entire RFP, any addenda thereto and any related materials and
dates referenced in the RFP. Proposers shall become fully aware of the specifications and
requirements.
b. In the event of discrepancy, immediately notify the City. Failure to notify the City and give written
notice of discrepancies shall constitute acceptance by the successful Proposer of existing conditions.
c. All Proposers are responsible for the cost to produce their Proposal. Proposers are also responsible for
their proposal's content, timeliness of submission and withdrawal.
C. Requirements
Any variance in any item must be specified clearly under the Exceptions to Bidder's Proposal by Bidder in
order to have a valid proposal. Any exceptions taken may be just cause for disqualification.
D. General Conditions
Sections must be filled out completely. The contract shall be awarded in whole to the vendor who provides
goods or services at the best value for the City.
E. Audit
Contractor shall provide the City of Portland with a line-item report of quantities and expenditures at any
time during the term of this contract for materials, commodities, or services rendered as requested by the
Finance Department.
F. Non-Funding Clause
The City of Portland's budget is funded on an October 1st to September 30th fiscal year basis. Accordingly,
the City of Portland reserves the right to terminate this contract by giving Offeror thirty (30) days written
notice, without liability to the City, in the event that funding for this contract is discontinued or is no longer
available.
G. Carrier Authorization
The Proposer must be authorized and licensed to provide dental insurance in the State of Texas.
The Proposer must maintain financial strength ratings acceptable to the City and be in good standing with
the Texas Department of Insurance.
Proposers should have a minimum financial strength rating of A- (Excellent) or better from A.M. Best.
H. Compliance with Laws
Offeror shall comply with all federal and state laws and City Ordinances and Codes applicable to the
Offeror's operation under this contract. These Specifications and the contract resulting here from shall be
fully governed by the laws of the State of Texas, and shall be fully performable in San Patricio County,
Texas, where venue for any proceeding arising hereunder will lie.
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City of Portland RFP No. 6860 for Employee Benefits Insurance - Dental
I. Texas Public Information Act
All proposals submitted in response to this Request for Proposals may be subject to disclosure under the
Texas Public Information Act, Chapter 552 of the Texas Government Code.
If a Proposer believes any portion of its Proposal contains confidential or proprietary information, such
information must be clearly identified in the proposal. The City makes no representation that such
information will be protected from disclosure. The City will comply with the requirements of the Texas
Public Information Act and any ruling issued by the Texas Attorney General regarding disclosure.
Conflict of Interest
Chapter 176 of the Texas Local Government Code requires that any person, who enters or seeks to enter
in to a contract for the sale or purchase of property, goods or services with a local government entity and
who has an employment or other business relationship with a local government entity and who has an
employment or other business relationship with a local government officer or family member of the
officer, as described by Texas Local Government Code Section 176.006, shall file a completed conflict of
interest questionnaire with the City within seven (7) business days after the later of:
a. The date the person begins discussions or negotiations to enter into a contract, including
submission of a bid or proposal, or
b. The date the person becomes aware of facts that require the statement to be filed. Additional
information and the form to be used to file this notice can be found at:
https://www.ethics.state.tx.us/forms/CIQ.pdf
J. Form 1295 "Certificate of Interested Parties"
(Only submit if chosen to be recommended for award)
Upon notification Proposer has been selected to be recommended to Council for award, Proposer must
comply with Government Code Section 2252.908 and submit Form 1295 "Certificate of Interested Parties."
Form 1295 requires disclosure of "interested parties" with respect to entities that enter into contracts
with cities. An interested party is:
a. a person who has a controlling interest in a business entity with whom a governmental entity or
state agency contracts; or
b. an intermediary.
The 1295 form must be electronically filed with the Texas Ethics Commission at
https://www.ethics.state.tx.us/filinginfo/1295/ then printed, signed, notarized and filed with the City. The
completed form must be submitted to the City before the contract is presented to City Council for award.
For more information on Government Code Section 2252.908, please go to
https://www.ethics.state.tx.us/statutes/Gov-Code-2252.908-12- 19-17.php.
K. Contract Termination
The City of Portland and the provider reserve the right to terminate this contract for any reason and at
any time by, within 30 days, notifying the other party in writing and stating effective date of termination.
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City of Portland RFP No. 6860 for Employee Benefits Insurance - Dental
SECTION 4 - SCOPE OF WORK
A. Employer Information
The City employs 189 full-time employees and currently offers retiree dental coverage to 42 eligible retirees.
Dependent coverage is available for eligible employees and retirees who elect coverage. Coverage is effective the
first day of the month following the employee's date of hire and ends on the last day of the month in which
coverage terminates. The City utilizes Employee Navigator as its enrollment platform, and electronic file feeds are
in place.
B. Current Dental Enrollment (Employees, Dependents, and Retirees Combined)
Coverage Tier Enrollment
Employee Only 98
Employee + Spouse 19
Employee + Child(ren) 32
Employee + Family 46
Total Enrolled 195
C. Current Dental Insurance - Texas Health |Blue Cross Blue Shield
The City of Portland currently offers a single-option indemnity dental plan on a fully insured basis through Texas
Health / BCBSTX. The City currently pays 100% of the employee premium and 75% of the dependent premium for
dental coverage.
The City's goal is to significantly improve the dental benefits provided to employees and their families. We
are seeking proposals for a dual-option structure (base plan and buy-up plan) that would allow employees
to select the level of coverage that best meets their needs.
We are requesting quotes that:
i. Match the current plan as closely as possible for the base option
ii. Provide a buy-up plan with enhanced benefits, such as higher annual maximums,
orthodontia coverage, and stronger out-of-network reimbursement
iii. Include an Annual Maximum Rollover benefit, if available
iv. Offer options for multi-year rate guarantees
D. Plan Design Comparison
Benefit Current Plan Proposed Base Plan Proposed Buy-Up Plan
Deductible
Individual $50 $50 $50
Family $150 $150 $150
Waived for Preventive Yes Yes Yes
Annual Maximum $1,500 $1,500 $2,000-$3,000 minimum
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City of Portland RFP No. 6860 for Employee Benefits Insurance - Dental
Preventive 100% 100% 100%
Basic 80% 80% 80%
Periodontics 80% 80% 80%
Endodontics 80% 80% 80%
Major 50% 50% 50%
Orthodontia Not Covered Not Covered 50% (Adults & Children)
Lifetime Maximum n/a n/a $2,000-$3,000
Out of Network Reimbursement MAC MAC 90th UCR
E. Current Dental Rates & Employer
Contributions
Coverage Tier Total Monthly City Pays Employee Pays
Cost (Monthly)
Employee Only $33.82 $33.82 $0.00
Employee + Spouse $75.28 $56.46 $18.82
Employee + $69.10 $51.83 $17.28
Child(ren)
Employee + Family $95.16 $71.37 $23.79
F. Transition of Coverage
The selected carrier shall ensure that employees and their dependents are not adversely affected by a
change in dental insurance carriers. The City expects a "no loss/no gain" transition approach for participants
currently receiving treatment.
Proposers must clearly describe how they will address transition of care situations, including but not limited
to services in progress, orthodontic treatment, waiting periods, and any active-at-work provisions.
G. Compliance with the RFP
All proposals must be prepared in accordance with the requirements of this Request for Proposal. Any
exceptions to the specifications or requirements must be clearly identified and submitted in writing with the
Proposal.
Failure to identify exceptions shall be interpreted as the Proposer's agreement to comply fully with the
requirements of this RFP. The selected carrier will be held responsible for meeting all specifications and
requirements contained in this document.
H. Effective Date
The anticipated effective date of the contract resulting from this RFP is October 1, 2026.
The initial contract term shall be one (1) year, with the option to renew for up to three (3) additional one-year terms,
subject to mutual agreement of the parties and approval by the City Council.
The City reserves the right to negotiate multi-year rate guarantees as part of the proposal evaluation process.
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City of Portland RFP No. 6860 for Employee Benefits Insurance - Dental
SECTION 5 - PROPOSAL EVALUATION AND SELECTION
The City, with the assistance of its employee benefits consultant, Higginbotham Insurance Agency, Inc., will review
and evaluate all proposals received to determine whether they meet the minimum requirements outlined in this
RFP. Based on this evaluation, the consultant will provide recommendations to the City.
The City reserves the right to negotiate with one or more Proposers to obtain the most advantageous proposal for
the City. Negotiations may include clarification of proposal terms, plan design modifications, rate adjustments, or
other improvements to the proposal.
The City retains sole authority to determine the proposal that represents the best value and to make the final
contract award.
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