Life and Related Insurance

Agency: City of Tolleson
State: Arizona
Type of Government: State & Local
NAICS Category:
  • 524210 - Insurance Agencies and Brokerages
Posted Date: Feb 4, 2020
Due Date: Mar 19, 2020
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Solicitation Opportunities(Bids) Release Date Deadline for Submittal Contact Information
Pre-Submittal Conference (if necessary):
March 3, 2020 9:00 a.m. (local time, Phoenix, Arizona)
February 6, 2020 March 19, 2020
4:00 p.m. (local time, Phoenix, Arizona)
Inez Babchuk
623-936-2711
bidquestions@tollesonaz.org

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CITY OF TOLLESON
REQUEST FOR PROPOSALS (RFP)
FOR
LIFE AND RELATED INSURANCE
The City of Tolleson is issuing a Request for Proposals (RFP) seeking proposals from qualified
firms or agencies interested in providing professional services consisting of, for eligible employees
and officers, the following: basic life and supplemental term life insurance; accidental death and
dismemberment; long-term disability insurance for police and fire personnel; and short-term
disability insurance (excluding members of Council). In accordance with the City’s Procurement
Code, the City will accept sealed proposals for the services specified in the Scope of Work.
The RFP documents related to this notice will be listed on and available for download from the
City’s website: www.tollesonaz.org, under Doing Business in Tolleson Bid
Opportunities/Procurement. IMPORTANT: All interested parties should provide an email
address to receive addendums to Procurement Officer at bidquestions@tollesonaz.org. If you
download the RFP without registering, there will be no record that you are interested in this
solicitation, and you will not be sent any addendums to this RFP. RFP documents may also be
obtained (1 free copy) from the front desk at Tolleson City Hall.
Questions must be in writing by email directed to:
Inez Babchuk, Procurement Officer
bidquestions@tollesonaz.org
Submittals are due at Tolleson City Hall no later than 4:00 p.m. (local time, Phoenix, AZ) on
Thursday, March 19, 2020. Late submittals will not be accepted. The City of Tolleson reserves
the right to reject any and all submittals.
Published in the AZ Business Gazette on Thursday,
February 6, 2020 and Thursday, February 13, 2020.
SECTION A
CITY OF TOLLESON
LIFE AND RELATED INSURANCE 2020
EMPLOYEE RESOURCES DEPARTMENT
REQUEST FOR PROPOSALS
for
LIFE AND RELATED INSURANCE
City of Tolleson
9555 West Van Buren Street
Tolleson, Arizona 85353
SOLICITATION INFORMATION AND SELECTION SCHEDULE
Solicitation Number:
Solicitation Title:
Release Date:
Advertisement Dates:
Pre-Submittal Conference (if necessary):
Final Date for Inquiries:
RFP-2020-19
LIFE AND RELATED INSURANCE 2020
February 6, 2020
February 6, 2020 Arizona Business Gazette
February 13, 2020 Arizona Business Gazette
March 3, 2020
9:00 a.m. (local time, Phoenix, Arizona)
March 12, 2020
Proposal Due Date and Time:
Shortlist Announced for Oral Interviews (if
necessary):
Oral Interviews (if necessary):
Negotiation Period
Target City Council Award Date:
Anticipated Agreement Start Date:
RFP Administrator:
March 19, 2020
4:00 p.m. (local time, Phoenix, Arizona)
TBD
TBD
March 23, 2020 through TBD
TBD
TBD
Inez Babchuk
623-936-2711
bidquestions@tollesonaz.org
EMAIL RFP ADMINISTRATOR FOR COPIES OF CLAIMS EXPERIENCE AND DEMOGRAPHICS
* In the event that a Vendor cannot be selected based solely on Proposals submitted, Oral Interviews may be
conducted at the City’s sole discretion.
** The City of Tolleson reserves the right to amend the solicitation schedule as necessary.
i
CITY OF TOLLESON
EMPLOYEE RESOURCES DEPARTMENT
RFP-2020-19
TABLE OF CONTENTS
Section A
I. RFP Process, Award of Agreement
II. Proposal Format; Scoring
III. Oral Interviews; Scoring
IV. Vendor Information Form
Section B
Sample Professional Services Agreement
Page
A-1
A-6
A-9
A-10
B-1
JP:ib RFP-2019-14 01/29/2019
ii
SECTION A
CITY OF TOLLESON
LIFE AND RELATED INSURANCE 2020
EMPLOYEE RESOURCES DEPARTMENT
PART I. RFP PROCESS; AWARD OF AGREEMENT
1.1 Purpose; Scope of Work. The City of Tolleson (the “City”) is issuing this Request
for Proposals (this “RFP”) seeking proposals (“Proposals”) from qualified firms or agencies
(“Vendors”) interested in providing professional services consisting of, for eligible employees and
officers, the following: basic life and supplemental term life insurance; accidental death and
dismemberment; long-term disability insurance for police and fire personnel; and short-term
disability insurance (excluding members of Council) (the “Services”), as more particularly
described in the Scope of Work attached to the sample Professional Services Agreement as Exhibit
B, and incorporated herein by reference. In accordance with the City’s Procurement Code, the
City will accept sealed Proposals for the Services specified in the Scope of Work.
1.2 Preparation/Submission of Proposal. Vendors are invited to participate in the
competitive selection process for the Services outlined in this RFP. Responding parties shall
review their Proposal submissions to ensure the following requirements are met.
A. Irregular or Non-Responsive Proposals. The City shall consider as
“irregular” or “non-responsive” and reject any Proposal not prepared and submitted in accordance
with this RFP, or any Proposal lacking sufficient information to enable the City to make a
reasonable determination of compliance to the minimum qualifications. Unauthorized conditions,
limitations, or provisions shall be cause for rejection. Proposals may be deemed non-responsive
at any time during the evaluation process if, in the sole opinion of the City Manager or authorized
designee, any of the following are true:
(1) Vendor does not meet the minimum required skill, experience or
requirements to perform or provide the Services.
(2) Vendor has a past record of failing to fully perform or fulfill
contractual obligations.
(3) Vendor cannot demonstrate financial stability.
(4) Vendor’s Proposal contains false, inaccurate or misleading
statements that, in the opinion of the City Manager or authorized designee, are intended to
mislead the City in its evaluation of the Proposal.
B. Submittal Quantities. Interested Vendors must submit one original and five
copies (six total submittals) of the Proposal. In addition, interested parties must submit one
original copy of the Proposal on USB Drive (or electronic media approved by the City) in printable
Adobe or Microsoft Word format (or other format approved by the City). Failure to adhere to the
submittal quantity criteria shall result in the Proposal being considered non-responsive.
C. Required Submittal. The Proposal shall be submitted with a cover letter
with an original ink signature by a person authorized to bind the Vendor. Proposals submitted
without a cover letter with an original ink signature by a person authorized to bind the Vendor
JP:ib RFP-2019-14 01/29/2019
A-1
SECTION A
CITY OF TOLLESON
LIFE AND RELATED INSURANCE 2020
EMPLOYEE RESOURCES DEPARTMENT
shall be considered non-responsive. Telegraphic (facsimile), electronic (e-mail) or mailgram
Proposals will not be considered.
D. Vendor Responsibilities. All Vendors shall (1) examine the entire RFP, (2)
seek clarification of any item or requirement that may not be clear, (3) check all responses for
accuracy before submitting a Proposal, and (4) submit the entire Proposal by the Proposal Due
Date and Time. Late Proposals will not be considered. A Vendor submitting a late Proposal shall
be so notified. Negligence in preparing a Proposal shall not be good cause for withdrawal after
the Proposal Due Date and Time.
E. Sealed Submittals. All Proposals shall be sealed and clearly marked with
the RFP number and title, RFP 2020-19, Life and Related Insurance 2020, on the lower left-
hand corner of the mailing envelope. A return address must also appear on the outside of the
sealed Proposal. The City is not responsible for the pre-opening of, post-opening of, or the failure
to open, any Proposals not properly addressed or identified.
F. Pricing. The Vendor shall submit the same number of copies of the Fee
Proposal as described in Part I, Subsection 1.2(B) (Submittal Quantities) in a separate, sealed
envelope enclosed with the Vendor’s Proposal. Pricing shall be inclusive of all of the Services in
the Scope of Work as described in the Professional Services Agreement in Exhibit B.
G. Address. All Proposals shall be directed to the following address: City
Procurement Office, 9555 West Van Buren Street, Tolleson, Arizona 85353, or hand-delivered to
the City Procurement officer by the Proposal Due Date and Time indicated on the cover page of
this RFP.
H. Discussions and Revisions. The City reserves the right to conduct
discussions with Vendors, to accept revisions of proposals, and to negotiate price changes. During
this discussion period, the City will not disclose any information derived from proposals submitted,
or from discussions with other proposers. Once an award is made, the solicitation file, and the
proposals contained therein, are in the public record and will be disclosed upon request.
I. Proposal Irrevocable. In order to allow for an adequate evaluation, the City
requires the Proposal to be valid and irrevocable for 90 days after the Proposal Due Date and Time
indicated on the cover of this RFP.
J. Amendment/Withdrawal of Proposal. At any time prior to the specified
Proposal Due Date and Time, a Vendor (or designated representative) may amend or withdraw its
Proposal. Any erasures, interlineations, or other modifications in the Proposal shall be initialed in
original ink by the authorized person signing the Proposal. Facsimile, electronic (e-mail) or
mailgram Proposal amendments or withdrawals will not be considered. No Proposal shall be
altered, amended or withdrawn after the specified Proposal Due Date and Time.
1.3 Cost of Proposal Preparation. The City does not reimburse the cost of developing,
presenting or providing any response to this solicitation. Proposals submitted for consideration
A-2

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