City of Veneta, Oregon
Request for Proposals (RFP)
For An Insurance Agent of Record
Date Due: February 20, 2026
Time Due: 4:00 p.m.
Mailing Address:
City of Veneta
P.O. Box 458
Veneta, Oregon 97487
Hand Delivery:
Veneta Administrative Center
88184 8th Street
Veneta, Oregon 97487
Email Delivery:
JMirabile@venetaoregon.gov
City of Veneta
RFP Insurance Agent of Record
TABLE OF CONTENTS
Request
Overview of Veneta
Anticipated Schedule and General Provisions
Submission Requirements
Opening of Proposals
Selection and Evaluation Process
Scope of Services Being Requested
(Exhibit A)
Qualifications Questionnaire
(Exhibit B)
Proposer’s Warranty
(Exhibit C)
Personal Services Agreement Template
(Exhibit D)
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City of Veneta
RFP Insurance Agent of Record
REQUEST
The City of Veneta is requesting proposals from qualified firms to provide Insurance Agent of
Record (AOR) services. The selected firm will support the risk management program: property,
casualty, liability, auto workers’ compensation, and employee benefit insurance programs
(medical, dental, vision, life, disability, HSA/FSA administration, and related services) as
described at Exhibit A.
Issuing Office
The RFP is issued by the City of Veneta’s Human Resources Department. All questions, request
for clarification, and protests must be directed to:
Jennifer Mirabile, HR Coordinator
Phone: 541-935-2191
Email: jmirabile@venetaoregon.gov
The City’s current Insurance Agent of Record is WHA Insurance (Eugene, Oregon). WHA is
eligible to submit a proposal.
OVERVIEW OF VENETA
The City of Veneta is located 12 miles west of Eugene and 47 miles east of Florence, accessible
via Highway 126 and Territorial Road. Incorporated in 1962, the City provides a full range of
municipal services including water, sewer, parks, seasonal pool operations, planning, streets,
building services, stormwater, animal control, and law enforcement (via contract with Lane
County Sheriff’s Office).
The City owns and maintains several community facilities, including an outdoor sports complex,
community center, and service center for senior and nonprofit programs.
The City employs 17 full-time staff and hires seasonal employees for pool operations. The City
also coordinates several community events each year.
The FY 2025–2026 total budget is $42,110,781. Budget documents and audited financial
statements are available at www.venetaoregon.gov (Condensed Version)
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City of Veneta
RFP Insurance Agent of Record
ANTICIPATED SCHEDULE AND GENERAL PROVISIONS
Anticipated RFP Schedule
The following schedule is tentative and may be adjusted at the City’s discretion.
• RFP Issued
• Proposals Due
• Evaluation Period
• Optional Interviews
• Notice of Intent to Award
• Contract Approval
• Contract Start Date
January 26, 2026
February 20, 2026
Week of February 23, 2026
Week of March 2, 2026
March 4, 2026
March 9, 2026
March 16, 2026
Proposed Term of Services
It is anticipated that the City of Veneta, will enter into a five-year (5-year) agreement which may
be extended upon written consent of both parties for an additional two (2) years.
Duration of Proposal
Unless otherwise specified proposals must remain valid for at least 90 days. Proposals must be
signed by an official authorized to bind the proposer.
Public Record
All proposal materials become public records of the City of Veneta upon submission. Materials
marked “Proprietary” will be treated as confidential to the extent permitted under Oregon public
records law; however, the City cannot guarantee confidentiality.
Incurring Costs
The City is not responsible for any costs incurred by proposers in preparing, submitting, or
presenting proposals.
Solicitation Documents and Changes
The RFP and any addenda are available at www.venetaorgon.gov. Proposers are responsible for
monitoring the website for updates. Addenda will also be sent to firms on the Interested Proposer
List. Please call 541-935-2191 to be added to the Interested Proposer’s List.
Modification / Withdrawal
Unless otherwise specified, modification of the proposal will not be permitted; however, a proposer
may withdraw their proposal at any time prior to the submittal deadline. Any request for withdrawal
of a proposal shall be executed and signed by an authorized agent of the proposer. Withdrawal
of proposal shall not disqualify the proposer from submitting another proposal provided it is
received on time.
After the scheduled closing time for the receipt of proposals and before acceptance of a proposal,
no proposer will be permitted to withdraw the proposal unless said acceptance is delayed for a
period exceeding thirty (30) days.
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City of Veneta
RFP Insurance Agent of Record
Proposal Deadline
Proposals must be physically received no later than 4:00 p.m. on Friday, February 20, 2026.
Postmarks of February 20, 2026 will not be considered as received.
Submittals
Proposals must be in a sealed envelope marked “Insurance Agent of Record Proposal” and either:
a. mailed to: City of Veneta, ATTN: HR Coordinator, P.O. Box 458, Veneta, OR 97487
or
b. delivered to: City of Veneta, ATTN: HR Coordinator, 88184 8th Street, Veneta, Oregon
or
c. emailed to: JMirabile@venetaoregon.gov
Proposers are solely responsible for the means and manner of delivery when submitting proposals
and are encouraged to confirm delivery prior to the deadline. Telephone or facsimile transmitted
proposals will not be accepted. Proposals received after the specified date and time will not be
given further consideration.
Any exceptions to the specifications of this RFP must be clearly identified in writing in the proposal,
and referenced in the cover sheet.
Clarifications/Addendums
If any person contemplating submitting a proposal for the contract has a question concerning any
provision of the proposal documents, the question should be submitted to the City’s HR
Coordinator. The person submitting the request will be responsible for its prompt delivery. Oral
interpretations or statements cannot modify the provisions of the proposal documents. Any
interpretation of the proposal documents will be made only by a written addendum, duly issued
and a copy of the addendum will be mailed or delivered to each person receiving a set of proposal
documents from the City. Receipt of an addendum must be acknowledged by signing and
returning a copy of the addendum with the proposal.
Protests
Any proposer who believes any of the proposed specifications may limit competition among
potential proposers must submit written comments or objections on the proposed specifications
via email to: JMirabile@venetaoregon.gov. The comments must specify why the proposed
specification limits competition, and must be received no later than five (5) calendar days before
the date when the proposals will be publicly opened.
Final Form of Contract
The City anticipates entering into a personal services agreement with the selected agency based
on the template attached at Exhibit D.
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This page summarizes the opportunity, including an overview and a preview of the attached documents.
