Insurance Brokerage and Consultant Services
| Agency: | City of West Haven |
|---|---|
| State: | Connecticut |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Dec 8, 2025 |
| Due Date: | Dec 18, 2025 |
| Solicitation No: | 2026-15 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number: |
2026-15
|
| Bid Title: |
Insurance Brokerage and Consultant Services
|
| Category: | City Bids & Solicitations |
| Status: | Open |
|
Attachment Preview
City of West Haven
Request for Proposal # 2026-15
Insurance Brokerage and Consultant Services
PROJECT SUMMARY
The City of West Haven is soliciting sealed proposals from qualified and licensed insurance
brokerage and consultant firms to provide professional property and casualty insurance
brokerage and advisory services. The firm selected will act as the City’s Agent of Record and
will be responsible for managing all insured risks associated with municipal operations. Services
will begin July 1, 2026.
The selected Respondent(s) will work closely with the City’s Finance Director and Risk
Manager to support insurance placement, risk management, and advisory services, ensuring
compliance with industry best practices and applicable laws.
PROJECT TIMELINE
The expected timeline of this project for a vendor to perform services upon execution of a
contract with the City of West Haven.
SUBMISSION INSTRUCTIONS
Pre-Bid Meeting Required
Pre-Bid Meeting Location
Pre-Bid Meeting Date & Time
No
None
None
Mandatory Walkthrough of Site No
Site Location None
Site Location Date & Time None
Information Period Closing Date and Time Day 12/11/2025 Time: 10:00 AM
Solicitation Closing Date Day 12/18/2025 Time: 12:00 PM
Bid Opening Location
Bid Location Time
Advertising Location(s)
Procurement Office, 355 Main Street, 3RD
Floor, West Haven, CT 06516
12:00 PM
New Haven Register, City Website
Respondent(s)s are required to submit One (1) original and three (5) copies in a sealed envelope.
Proposals received after this time and date specified above will be rejected. No oral, telephonic,
emailed, or faxed corrections, deletions, or additions to any response shall be accepted. The City
reserves the right to reject any or all responses, and to waive any or all formalities in connection
with this request. Proposals which do not incorporate our requested format, including quoting
items as described, will not be considered. Unless otherwise stated in the solicitation. No
alternate responses will be considered unless alternate responses are specifically requested by the
City. The City reserves the right to award multiple vendors under this solicitation.
A response to this solicitation does not permit the City to award a contract, to pay any costs
incurred in the preparation of a response to this request, or to procure the city contract for
services, supplies or equipment. The City will not award to any contractor who is not qualified
under applicable Federal, State and local laws and regulations.
Questions regarding this solicitation should be emailed to Kathy Chambers. Telephone or oral
questions will not be accepted. (kchambers@westhaven-ct.gov).
An Affirmative Action/Equal Opportunity Employer, Minority/Women's Business Enterprises are
encouraged to apply. This contract is subject to state set-aside and contract compliance
requirements. If the Affirmative Action Plan or Set Aside plan is not approved prior to the award
of a construction contract, the City of West Haven will then need to retain 2% per month of the
total contract value until the contractor has submitted an approved affirmative action plan to
CHRO and CHRO has granted approval.
INQUIRIES FOR CLARIFICATION
The city will not respond to the Respondent(s)(s) request(s) for oral interpretation and/or
clarification of the Solicitation Specifications for any reason. The city will respond to a
Respondent(s)(s) written request(s) for interpretation and/or clarification of the Solicitation
Specifications. Questions regarding this solicitation should be emailed to Kathy Chambers.
Telephone or oral questions will not be accepted. (kchambers@westhaven-ct.gov). The email
should include in the subject line RFP (2026-15 Insurance Broker). The body of the email should
contain the question or clarification. Every interpretation made to a Respondent(s) will be in the
form of an Addendum or Question & Answer to the Solicitation Documents.
ADDENDUMS TO THIS SOLICITAION
Any Addendum(s) to this solicitation document shall become part of the solicitation.
Respondent(s)s are required to check the city website for addendum(s). Each Respondent(s) shall
be bound by such addenda whether received/viewed by the Respondent(s).
SOLICITATION PROTEST
Any Solicitation protest must be submitted in writing. Respondent(s) may file a written protest of
the Solicitation results with the City's Purchasing Department. Protest must be submitted via
email, kchambers@westhaven-ct.gov.
The City will acknowledge receipt of a written protest. If the Purchasing Department
representative has not acknowledged receipt of the protest by the close of business on the
following days, please contact Kathy at the above phone number listed.
SCOPE OF SERVICES
The City of West Haven is seeking qualified individuals or firms to provide professional
insurance brokerage and consultant services. The selected Respondent(s) will serve as the City’s
Agent of Record for property and casualty insurance and will work closely with the Finance
Director and Risk Manager to manage insured risks, provide advisory services, and ensure
compliance with industry’s best practices and regulations.
The City is a full-service municipality with diverse operations, including fire, police, public
health, education, public works, recreation, water, and wastewater management. Please refer to
http://cityofwesthaven.com for more detailed information and overview. The City self-insures
workers' compensation, general liability, and property damage risks within its retention limits
and policy deductibles. The selected Respondent(s) will assist in managing the City’s insurance
portfolio, which includes a variety of coverage types such as property, liability, automobile, and
specialized policies. Services will include but not be limited to:
A. Brokerage Services
1. Solicit competitive insurance placement on an annual basis.
2. Review and manage all property and casualty insurance contracts.
3. Aid with policy renewals, including the following but not limited to coverage:
a. Property
b. General Liability
c. Commercial Automobile
d. Excess Workers’ Compensation
e. Workers’ Compensation
f. Excess Law Enforcement Legal Liability
g. Public Officials Legal Liability
h. Educators Legal Liability
i. Employment Practices
j. Crime
k. Cyber Liability
l. Pollution Liability UST – Per Schedule on File
4. Bonds and other insurance notes
5. Ensure compliance with the City’s self-insured retention limits and policy deductibles.
B. Advisory/Consulting Services
1. Advise on developments in municipal insurance and market trends.
2. Assist with claims processing and disputes.
3. Provide guidance on budget projections for insured premiums.
4. Develop and present coverage options for uninsured risks.
5. Review leases, contracts, and insurance policies as requested.
6. Provide educational seminars and training for City departments.
CONTRACT TERM
The initial term of the contract will be from July 01,2026 to June 30, 2027. The City, at its sole
discretion, can award for the following fiscal years pursuant to the same terms and conditions.
1. Fiscal Year 2 2027-2028 (July 01, 2027, to June 30, 2028)
2. Fiscal Year 3 2028-2029 (July 01, 2028, to June 30, 2029)
CERTIFICATIONS AND LICENSES
Respondent(s) must have a valid Connecticut business license throughout the solicitation
process. The awarded Respondent(s) must maintain an active Connecticut business license.
Failure to reinstate an expired license within 14 days of notice may result in termination of the
contract.
If the service(s) that the Respondent(s) is providing requires a license, certification, or other form
of qualification, documentation must be provided at the time of submission. It is the
responsibility of the Respondent(s) to maintain a license through the entirety of the project.
Failure to maintain a required license, certification, or other form of qualification will result in an
automatic void of the contract.
PRICING
The pricing for this RFP shall be on a fixed lump sum fee basis which shall include all applicable
costs (labor, lead time to provide services and post time to complete services, etc.) and with a
hourly rate for additional hours outside of the scope of work. Quantities or hours listed on the bid
sheet are estimated and may be revised at the time of the award. In the event it is necessary to
revise the quantities/hours, an increase or decrease thereof may be made without limit and
adjustment and compensation shall be made on the basis pricing. The estimation(s) noted in this
solicitation are approximate (estimated only for use in comparing responses); and that the sums
obtained by multiplying the Unit Prices by the estimated quantities, and the Total of these sums,
are inserted for the purpose of checking this Solicitation and for the convenience of the
Respondent(s). The actual contract will be paid for the actual quantities ordered only.
Pricing should not include federal excise or state sales taxes. State Sales Tax is exempt under
Connecticut General State Statute Sec. 12-412. The City is also exempt from transportation taxes
when goods are consigned to the City. Tax Exemption certificates will be furnished by the
Finance Department upon satisfactory proof of delivery to the Ci
This page summarizes the opportunity, including an overview and a preview of the attached documents.
* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.
Sign-up for a Free Trial, Government Bid Alerts
With Free Trial, you can:
You will have a full access to bids, website, and receive daily bid report via email and web.
See Also
Seasonal, Holiday and Event Decor Services - CAA Owned Airports The CAA is
State Government of Connecticut
Bid Due: 6/17/2026
Seasonal, Holiday & Event Decor Services
Connecticut Airport Authority
Bid Due: 6/17/2026
RFP:835 Interdistrict Magnet Academic and Social Support Extracurricular Programs Grant Purpose: Through this
State Government of Connecticut
Bid Due: 6/05/2026
RFP:835 Interdistrict Magnet Academic and Social Support Extracurricular Programs Grant Purpose: Through this
State Government of Connecticut
Bid Due: 6/05/2026