CITY OF MIDDLETOWN
PURCHASING DEPARTMENT
MUNICIPAL BUILDING
245 DEKOVEN DRIVE, ROOM 112
MIDDLETOWN, CT 06457
(860) 638-4895
CONTRACT DOCUMENTS FOR
RFP #2026-002
INSURANCE/RISK MANAGEMENT CONSULTING SERVICES
INCLUDING AGENT/BROKER OF RECORD SERVICES
OFFICE OF THE GENERAL COUNSEL
Proposals due by: Friday, February 27, 2026 by 3:00 pm
DONNA L. FORMATO, CPPB, NIGP-CPP
SUPERVISOR OF PURCHASES
CARL R. ERLACHER
DIRECTOR OF FINANCE AND REVENUE SERVICES
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The Contract Documents for the contract entitled:
RFP #2026-002
INSURANCE/RISK MANAGEMENT CONSULTING SERVICES
INCLUDING AGENT/BROKER OF RECORD SERVICES
OFFICE OF THE GENERAL COUNSEL
REQUEST FOR PROPOSALS
PAGE
3
GENERAL TERMS AND CONDITIONS
4-6
GENERAL SPECIFICATIONS
7
BACKGROUND INFORMATION
7-8
SCOPE OF SERVICES
8-10
PROPOSAL REVIEW AND SELECTION PROCESS
10-11
OTHER CONDITIONS
11
INSURANCE BROKER QUALIFICATIONS QUESTIONNAIRE
12-13
RFP PROPOSAL PAGES
14-16
NON COLLUSIVE BID STATEMENT
17
EQUAL OPPORTUNITY EMPLOYMENT POLICY
18
STATEMENT OF BIDDERS EEO COMPLIANCE
19
APPENDIX B – INSURANCE REQUIREMENTS
20
BID RETURN LABEL
`
21
SCHEDULE OF INSURANCE
22-24
CITY OF MIDDLETOWN ADDITIONAL INSURANCE POLICIES
25
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REQUEST FOR PROPOSALS
Sealed proposals, addressed to the Supervisor of Purchases, City of Middletown, Municipal Building, Room 112, 245
deKoven Drive, Middletown, CT, shall be received until Friday, February 27, 2026 by 3:00 pm for the following service:
RFP #2026-002
INSURANCE/RISK MANAGEMENT CONSULTING SERVICES
INCLUDING AGENT/BROKER OF RECORD SERVICES
OFFICE OF THE GENERAL COUNSEL
The City of Middletown will accept proposals from interested brokers/agents to be evaluated by the City of Middletown
to select a broker(s)/agent(s) to service its property and casualty insurance program and provide insurance and risk
management consulting services, effective July 1, 2026.
Proposal Packages inclusive of an “Insurance Broker Qualifications Questionnaire” may be obtained at the Purchasing
Department, Room 112, Municipal Building, 245 DeKoven Drive, Middletown, CT, Monday - Friday, between the hours
of 8:30 a.m. and 4:30 p.m. for a fee of $.50 per page. It is preferred that they are downloaded free of charge on the
City of Middletown web site: www.MiddletownCT.gov. All questions concerning this RFP should be directed in writing
to the Purchasing Department via fax at 860-638-4895 or email at purchase@MiddletownCT.gov.
All proposals shall be submitted in the order stipulated on the RFP and in a clearly marked, sealed envelope using the Bid
Return Label provided as designated in the Information for Bidders. All proposals must be received by Supervisor of
Purchases, Room 112, City of Middletown, 245 DeKoven Dr., Middletown CT 06457 no later than the date and time
specified. Responses received after this date will not be considered.
The City of Middletown reserves the right to waive any defect or any irregularity in any RFP and reserves the right to reject
any or all proposals or any part thereof. Proposals, amendments to proposals or withdrawals of proposals received after
the time set for receipt of the proposals shall not be considered.
All bids and proposals are subject to, and must comply with the equal opportunity and non-discriminatory provisions set
forth in the Affirmative Action Plan of the City of Middletown.
Date: 01/13/2026
Middletown, Connecticut
Donna L. Formato, CPPB, NIGP-CPP
Supervisor of Purchases
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GENERAL TERMS AND CONDITIONS
Any prospective respondents must be willing to adhere
to the following conditions and must positively state
9. Changes to Proposal - No additions or changes
their compliance to them in the proposal document.
to the original proposal will be allowed after
submittal.
1. Acceptance or Rejection by the City of
Middletown The City of Middletown reserves
10. Collusion - By responding, the Proposer
the right to accept and or reject any or all
implicitly states that the proposal is not made in
proposals submitted for consideration or to
connection with any competing entity
negotiate separately in any manner necessary
submitting a separate response to the RFP, and
to serve the best interests of the City.
is in all respect fair and without collusion or
Respondents whose proposals are not accepted
fraud. It is further implied that the Proposer did
shall be notified in writing.
not participate in the RFP development process,
had no knowledge of the specific contents of
2. Ownership of Proposals - All proposals
the RFP prior to its issuance, and that no
submitted in response to this RFP are to be the
employee of the City participated directly or
sole property of the City of Middletown and
indirectly in the Proposer's proposal
subject to the provisions of Section 1-19 of the
preparation. The respondent shall be required
Connecticut General Statutes (re: Freedom of
to complete and submit the Non-collusive
Information).
Statement incorporated herein with their
proposal.
3. Timing and Sequence - Timing and sequence of
events resulting from this RFP will ultimately be
11. Contract Requirements - A formal contractual
determined by the City of Middletown.
arrangement will be entered into with the
Proposer selected as per the City of
4. Oral Agreements - Any alleged oral agreement
Middletown's standard form of Agreement. The
or arrangement made by the Proposer with any
contents of the proposal submitted by the
agency or employee will be superseded by the
successful respondent and the RFP will become
written agreement.
part of any contract award. The terms and
conditions of which shall be negotiated and
5. Amending or Canceling Requests - The City of
accepted by mutual agreement between the
Middletown deserves the right to amend or
parties.
cancel this RFP, prior to the due date and time,
if it chooses to do so for any reason.
12. Rights Reserved to the City of Middletown – It
is the intent of the City to award one (1)
6. Rejection for Default or Misrepresentation - The
contract to the responsible Entity submitting
City of Middletown reserves the right to reject
the most qualified proposal. The City of
the proposal of the Proposer which is in default
Middletown reserves the right to award in part,
of any prior contract of for misrepresentation.
to reject any and all proposals in whole or in
part, and to waive technical defects,
7. City's Clerical Errors in Awards - The City of
irregularities and omissions if, in its judgment,
Middletown reserves the right to correct
the best interest of the City will be served.
inaccurate awards resulting from its clerical
However, the City shall reserve the right to
errors.
make award(s) based upon whatever is in the
best interest of the City.
8. Rejection of Qualified Proposals - Proposals are
Partial Bids – Partial Bids will not be accepted.
subject to rejection in whole or in part if they
limit or modify any of the terms and conditions
13. Termination - If the Proposer fails to fulfill its
and/or specifications of the RFP.
obligations under this Agreement violates any of
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the covenants, agreements, or stipulations of
this Agreement, or if the City deems that the
Proposer’s conduct could have a negative effect
on the reputation of the City, the City shall have
the right, in its sole discretion, to terminate this
Agreement immediately. The City also shall
have the right, in its sole discretion, to
terminate this contract without cause by giving
thirty (30) days written notice to the Proposer of
such termination specifying the date of such
termination. Upon termination of the
Agreement, the City shall have no obligation to
pay Vendor for services not performed or goods
not received. “
14. Interpretations and Addenda - No oral
interpretations shall be made to any bidder as
to the meaning of any of the Contract
Documents or to be effective to modify any of
the provisions of the Contract Documents.
Every request for an interpretation shall be
made in writing, addressed and forwarded to
15.
the Supervisor of Purchases, Municipal
Building, 245 DeKoven Drive, Middletown,
Connecticut, 06457. Questions may be sent
via facsimile to (860) 638-1995 or emailed at
purchase@middletownct.gov
16.
To receive consideration, such questions shall
be submitted in writing. Deadline for
submission of questions is Friday, February 6,
2026 by noon (EST). If the question involves
17.
the equality or use of products or methods, it
must be accompanied by drawings,
specifications or other data in sufficient detail
to enable the Supervisor of Purchases to
determine the equality or suitability of the
product or method. In general, the Supervisor
of Purchases will neither approve nor
disapprove particular products prior to the
opening of the bids; such products will be
18.
considered when offered by the bidder for
incorporation into the work.
The Purchasing Supervisor will arrange an
Addenda, which shall become a part of the
contract, all questions received as above
provided and the decision regarding each. The
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Purchasing Supervisor will post said addenda to
the City website at www.middletownct.gov.
Non-receipt of said Addenda shall not excuse
compliance with said addenda. It is the bidder’s
responsibility to determine whether any
addenda have been issued and if so whether
he/she has received a copy of each. Nothing in
this section shall prohibit the Purchasing
Supervisor from posting Addenda to extend the
deadline for the receipt of bids at any time and
for any reason.
It is the responsibility of each Proposer to visit
our website at www.middletownct.gov to
view additional information and/or
acknowledge any addenda’s issued prior to
submitting a proposal.
No alleged "verbal interpretation" shall be held
valid. Any addenda issued during the bidding
period shall supersede previous information.
Certificates of Insurance - The selected Proposer
shall be required to provide appropriate
Certificates of Insurance as indicated in the
Attachment "Insurance Requirements".
Withdrawal of Proposals - Negligence on the
part of the Proposer in preparing the proposal
confers no right of withdrawal after the time
fixed for the acceptance of the proposals.
Assigning, Transferring of Agreement - The
successful Proposer is prohibited from assigning,
transferring, conveying, subletting or otherwise
disposing of this agreement of its rights, title or
interest therein or its power to execute such
agreement to any other person, company or
corporation without the prior consent and
approval in writing by the City.
Cost of Preparing Proposal - The City shall not
be responsible for any expenses incurred by the
Proposer in preparing and submitting a
proposal. All proposals shall provide a straight-
forward, concise delineation of the firm's
capabilities to satisfy the requirements of this
request. Emphasis should be on completeness
and clarity of content.
This page summarizes the opportunity, including an overview and a preview of the attached documents.
