RFP 26-04 Broker Services for Employee Health and Welfare Benefits

CITY OF PORT ORANGE, FLORIDA
REQUEST FOR PROPOSAL
RFP #26-04
Broker Services for Employee Health and Welfare Benefits
City of Port Orange Purchasing Division
Prepared by Anthony McCall, Purchasing Agent
Release Date: June 5, 2026
Proposal Due Date and Time:
July 2, 2026 at 2:30 PM EST
City of Port Orange, Florida
1000 City Center Circle
Port Orange, FL 32129
(386) 506- 5717
purchdiv@port-orange.org
www.port-orange.org
1

Legal Notice to Respondents
RFP #26-04 Broker Services for Employee Health and Welfare Benefits
Notice is hereby given that the City of Port Orange is soliciting proposals for
RFP #26-04 Broker Services for Employee Health and Welfare Benefits
2:30 PM Eastern Standard Time (EST) on July 2, 2026,
Proposals will be accepted in the City Clerk's Office, Port Orange City Hall, 1000 City Center Circle, Port Orange,
Florida 32129 until which may be amended by addendum
issued by the City. All untimely Pprrooppoossaallss wwilill ln boet boep ceonnesdid, earnedd Ranedsp woinlld been rtest' unranmede sto w thilel bRee srpeoandd aenlot uudn oapt e2n:e3d0.
APlMl pErSoTp oinsa tlhs ew Cilol ubnec ielv Cahluaamtebde tros leoncsautreed t ohney t hcoen ftiarsint fallol otrh eo fr Ceqituyi rHeadl lf,o 1rm00s0 i nC iotyrd Ceern ttoe rd eCeirmc lteh, eP oRrets pOornadnegnet,
rFelospriodnas i3v2e 1o2r 9n.o n-responsive.
All prospective respondents are encouraged
tToh eartete wnidll tbhe set am neoent-imnga.n datory Pre-Proposal Conference at 10:00 AM EMSTU SoTn June 12, 2026, at City Hall, Council
Chambers (1 floor), 1000 City Center Circle, Port Orange, FL 32129.
All attendees at the Pre-Proposal Conference sign in. The representative of each
R espondent shall be an authorized employee of the Respondent and shall sign in accordingly. Respondents are urged
DtoE oSbCtRaIiPn TpIrOoNpo: sTahl ed oCcituym oefn Ptso ratn Od rfaanmgieli aisr iszoel itchietimngs eplvreosp owsiatlhs tfhreo mdo qcuuamliefinetds pfirrimors ttoo tohbet Parine -ePmropplooyseael Cboennfeefritesn fcoer.
Broker Services for all employee lines of group insurance, including. health, dental, vision, life, disability, and other
related employee benefit programs.
Respondents must be a commercial entity licensed to do business in the State of Florida and perform the
services identified herein. Respondents must be properly registered and licensed to provide the services
identified in the scope of work, by all applicable state and local agencies.
All Requests for Proposals (RFPs) are solicited and will be evaluated on the criteria outlined in the RFP. An Evaluation
Committee comprised of City staff has been appointed to evaluate and rank the proposals received in accordance
with the Policies and Procedures set forth in the City's Purchasing Manual.
Copies of the proposal documents, requirements, scope of service and all other pertinent information necessary to
submit a complete package may be obtained electronically from the City of Port Orange Purchasing web page at
www.port-orange.org/bids.aspx and DemandStar at www.demandstar.com.
"Questions on RFP #26-04 Broker Services for Employee Health and
AWlle qlfuaerset iBoenns emfiutsst" bine dthiree cstuebdj einc tw lirnitein.g to Anthony McCall, Purchasing Agent, amccall@port-orange.org and
purchdiv@port-orange.org and reference
Last day for questions will be June 18, 2026 at 5:00 PM EST.
The Cone of Silence begins with the issuance of the solicitation document and continues until City Council meets to
make a final decision on an award. During this time respondents, suppliers, contractors and sub-contractors are
prohibited from all communications regarding the solicitation with City staff, City consultants, City legal counsel, City
agents, or elected officials. Any respondent who initiates any discussions or attempts to influence a member or
members of the aforementioned shall be disqualified from continued participation in the procurement process with
regard to that particular solicitation. While the Cone of Silence is in effect, all communications from potential
respondents, suppliers, contractors and sub-contractors must be directed to the Purchasing Division @
purchdiv@port-orange.org.
2

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Cut along the outer border and affix this label to the outside of your sealed proposal envelope/package to
identify it as a "Sealed Proposal". Be sure to include the name of the company submitting the proposal where
requested.
SEALED PROPOSAL - DO NOT OPEN
SEALED PROPOSAL NO.: RFP #26-04
PROPOSAL TITLE: Broker Services for Employee Health and Welfare
Benefits
DUE DATE/TIME: July 2, 2026 AT 2:30 PM EST
SUBMITTED BY: __________________________________________
(Name of Company)
ADDRESS: __________________________________________
__________________________________________
DELIVER TO: City of Port Orange
Attn: Anthony McCall, Purchasing Agent
Purchasing Division
1000 City Center Circle
Port Orange, FL 32129
DATE/TIME RECEIVED: _________________________________________________
(To be stamped by Clerk's office)
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Contents
SECTION 1 - PURPOSE AND OVERVIEW
SECTION 2 - INSTRUCTIONS TO RESPONDENTS
................................................................................................................................................... 5
SECTION 3 - SCOPE OF SERVICES AND REQUIREMENTS
.................................................................................................................................. 5
SECTION 4 - STANDARD PURCHASING DEFINITIONS
................................................................................................................. 9
SECTION 5 - GENERAL TERMS AND CONDITIONS
..................................................................................................................... 14
SECTION 6 - SPECIAL CONDITIONS
............................................................................................................................. 17
SECTION 7 - PROPOSAL SUBMITTAL & REQUIREMENTS
........................................................................................................................................................... 32
SECTION 8 - EVALUATION OF PROPOSALS
............................................................................................................. 33
SECTION 9 - REQUIRED FORMS
........................................................................................................................................... 35
.................................................................................................................................................................. 40
FORM 9.1 - PROPOSAL SUBMITTAL CHECKLIST ................................................................................................................................ 40
FORM 9.2 - RESPONDENT'S ACKNOWLEDGEMENT FORM ............................................................................................................ 41
FORM 9.3 - ADDENDUM AND CHANGE ORDER PROCEDURE ACKNOWLEDGEMENT ....................................................... 42
FORM 9.4 - DRUG-FREE PREFERENCE STATEMENT ........................................................................................................................ 43
FORM 9.5 - SWORN STATEMENT ON PUBLIC ENTITY CRIMES ................................................................................................... 44
FORM 9.6 - ANTI-COLLUSION FORM ........................................................................................................................................................ 45
FORM 9.7 - STATEMENT OF RESPONDENT'S QUALIFICATIONS ................................................................................................. 46
FORM 9.8 - PROFESSIONAL REFERENCES FOR PREVIOUS EXPERIENCE ................................................................................ 47
FORM 9.9 - SCRUTINIZED COMPANIES CERTIFICATION.............................................................................................49
FORM 9.10 - E-VERIFY AFFIDAVIT ............................................................................................................................................................ 50
FORM 9.11 - CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY ................... 51
FORM 9.12 - AFFIDAVIT OF COMPLIANCE WITH F.S. 287.138....................................................................................52
FROM 9.13 - NON-DISCLOSURE AGREEMENT ..................................................................................................................................... 53
EXHIBIT A - DESCRIPTION OF CONFIDENTIAL MATERIAL ........................................................................................................... 56
FORM 9.14 - NO SUBMITTAL RESPONSE FORM ................................................................................................................................. 57
APPENDIX A - 44 C.F.R. PART 18 CERTIFICATION REGARDING LOBBYING...................................................................58
(ATTACHMENT 1) - SERVICES COSTS/FEES PROPOSAL .................................................................................................................... 59
AFFIDAVIT REGARDING WORKER'S COMPENSATION ......................................................................................................................... 60
LEASED EMPLOYEE AFFIDAVIT ..................................................................................................................................................................... 61
H UMAN TRAFFICKING AFFIDAVIT....................................................................................................................................62
CITY SERVICES CONTRACT (FOR INFORMATIONAL PURPOSES ONLY) ....................................................................................... 63
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SECTION 1 - PURPOSE AND OVERVIEW
The purpose of this Request for Proposal (RFP) is to solicit competitive sealed proposals for the provision of
providing brokerage services for all employee health and welfare benefits including medical, dental, vision, EAP,
health savings and flexible spending accounts, life and supplemental life and other insurance (if City elects to add
additional benefits). The City will collaborate with the employee benefits broker to utilize their knowledge and
leverage in the insurance industry to survey the market when appropriate and assist the City in obtaining the best
renewal possible from the carrier(s). The consulting agency then assists with subsequent service attached to the
offering of the benefits throughout the year.
It is the intent and purpose of the City of Port Orange (City) that this RFP promotes competitive selection. It shall be
the Respondent's responsibility to advise the Purchasing Division if any language, requirements, etc. or any
combination thereof, inadvertently restricts or limits the requirements stated in the RFP to a single source.
SECTION 2 - INSTRUCTIONS TO RESPONDENTS
Firms or companies (Respondents) desiring to provide services, as described herein, shall submit sealed proposals,
including one (1) original, three (3) copies and one (1) identical digital version in PDF format on USB flash/thumb
drive, in conformance with the detailedT IsMubEmLIitNtaEl (iEnastsrtuecrtnio Sntsa. ndard Time):
The City reserves the right to alter dates as needed.
DESCRIPTION DATE
Date of Distribution June 5, 2026
Non-Mandatory Pre-Proposal Conference June 12, 2026
DPreoadploinsae lfso Dr Queu estions June 18, 2026
Addendum Posting (If needed) June 26, 2026
July 2, 2026
Evaluation Period To Be Determined
Public Scoring Meeting To Be Determined
City Council Meeting for Approval of Recommendation of Award To Be Determined
or, if applicable, City Manager's Approval of Recommendation of
Award posted
Proposals must be delivered in a sealed envelope/package and delivered to:
City of Port Orange City Clerk's Office
Attn: Anthony McCall, Purchasing Agent
1000 City Center Circle
Port Orange, FL 32129
Sealed Proposals must be delivered no later than the date and time listed in the Timeline above. All times referenced
are local time.
Propo sals shall be sealed, and Respondents must indicate on the outside of their proposal the following:
a. Request for Proposal (RFP) Number and Title
b. Date of Opening
c. Name of Respondent
d. Address of Respondent
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Due to the timing of mail service, the City cautions Respondents to assure actual delivery of proposals to the City
prior to the deadline set for receiving proposals. Carrier and hand deliveries of proposals will be accepted in the City
Clerk's Office, Port Orange City Hall, 1000 City Center Circle, Port Orange, Florida until the date and time referenced
in the Timeline above or as amended by addendum issued by the City. Proposals received after the established
deadline will not be considered.
Offers by telephone, email or fax will not be accepted.
All proposals will be opened publicly, and the names of all Respondents shall be read aloud. All conferences and
m eetings regarding this RFP are recorded electronically (audio only). The City of Port Orange reserves the right to
rPeRjeEc-tP aRnOyP oOr SaAll Lp rCoOpNoFsaElRs EoNr CpaEr ts of proposals, if it is in the best interest of the City.
All prospective Respondents are encouraged to
aTthteerned w tihlle b me
s t
ae entoinng-m. andatory Pre-Proposal Conference at 10:00 AM MESUTS Ton June 12, 2026, at City Hall, Council
Chambers (1 floor), 1000 City Center Circle, Port Orange, FL
All attendees to the Pre-Proposal Conference sign in. The representative of each
RQeUsEpSoTnIdOeNntS s hall be an authorized employee of the Respondent and must sign in accordingly.
"Questions on RFP #26-04 Broker Services for Employee Health and Welfare
Benefits"
All questions shall reference
in the subject line. All questions concerning this RFP shall be submitted in writing no later than the date
and time referenced in the Timeline above to:
Anthony McCall, Purchasing Agent
1000 City Center Circle
Port Orange, FL 32129
A DDENaDmAc call@port-orange.org and purchdiv@port-orange.org
The City will issue responses to inquiries and any other corrections or amendments it deems necessary in written
addenda issued prior to the Proposal Due Date. Addenda will be provided via the City website Purchasing web page
at www.port-orange.org/bids.aspx and the DemandStar website at www.demandstar.com. Respondents should not
rely on any representations, statements or explanation other than those made in this RFP or in any addendum to this
RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will
prevail. It is the Respondent's responsibility to be sure all issued addenda have been received and reviewed.
Respondents should acknowledge the correct number of addenda received as part of their proposals by completing
Form 9.3 - Addendum and Change Order Procedure Acknowledgement contained herein. This provision exists solely
for the convenience and administrative efficiency of the City of Port Orange. No Respondent or other third party
gains any rights by virtue of this provision or the application thereof, nor shall any Respondent or third party have
Tanhye s Ctaitnyd oinf gP toor st uOer oarn cgaeu rsees aecrtvioens atrhiesi rnigg thhte troe fcroonms.i der the omission of an acknowledgment of addendum as
cause for rejection of the RFSQ submittal.
This provision exists solely for the convenience and administrative efficiency of the City of Port Orange. No
Respondent or other third party gains any rights by virtue of this provision or the application thereof, nor shall any
R espondent or third party have any standing to sue or cause of action arising therefrom.
CLARIFICATIONS
It is the Respondent's responsibility to become familiar with and fully informed regarding the terms, conditions and
specifications of this RFP. Lack of understanding and/or misinterpretation of any portions of this RFP shall not be
cause for withdrawal of your proposal after opening or for subsequent protest of award. Respondents must contact
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the Purchasing Representative, at the email provided, should clarification be required. Modification or alteration of
the documents contained in the solicitation or contract shall only be valid if mutually agreed to in writing by the
p arties.
MINIMUM QUALIFICATIONS
Respondents must be commercially licensed to do business in the State of Florida and appropriately qualified in the
areas specified in the scope of work and to perform the services identified herein. Respondents must be properly
registered and licensed to engage in the scope of work pertaining to this RFP, by all applicable state and local
agencies.
Respondents must provide a minimum of three (3) verifiable references from similar scopes of work as identified in
this RTFhPe o Cni ttyh oe f pProorvti dOerda nFgoerm is n9.o8t -to P breo fuessesido naasl a R reeffeerreennceces . f or Previous Experience. If references cannot be
reached using the contact information provided and/or are not responsive, points for this criterion shall reflect as
s uch.
NO LOBBYING
All Respondents are hereby placed on notice that the City of Port Orange Council, City Employees/Staff, nor Members
of the Evaluation Committee (with the exception of the City of Port Orange Purchasing Division personnel designated
to receive requests for interpretations or corrections) are not to be lobbied, directly or indirectly either individually
or collectively, regarding this RFP. During the entire procurement process, all Respondents and their subcontractors,
sub-consultants, or agents are hereby placed on notice that they are not to contact any persons listed above for such
purposes as holding meetings of introduction, dinners, etc., if they intend to submit or have submitted proposals for
this project. Any Respondent contacting individuals mentioned herein in violation of this warning may automatically
SbEe RdVisIqCuEaSli CfiOedS TfrSo/mF EfuErSt hPeRrO cPonOsSiAdeLr ation for this RFP.
The Services Costs/Fees Proposal (Attachment 1) is to be completed as directed and without modification a nd
returned as part of the RFP proposal prior to the RFP deadline for submission. Failure to fill out the Services
Costs/Fees Proposal as directed and without modification may negatively affect the evaluation of youmru psrto posal.
If the City has a need to revise the Services Costs/Fees Proposal prior to the proposal submittal deadline, it will do
so in a published addendum. If the City does revise the Services Costs/Fees Proposal, respondents complete
and return the City issued revised version of the Services Costs/Fees Proposal. If respondent does NOT complete
and return the City issued revised version of the Services Costs/Fees Proposal their proposal may be deemed non-
rEeXsCpEoPnTsiIvOeN. S TO SPECIFICATIONS
If taking exception to any portion of the RFP specification, the Respondent must indicate those exceptions as stated
PonR OFoPrOmS A9.L2 S-U RBeMspIoSnSdIOenNt 'As NADck WnoIwTHleDdgReAmWeAntL F orm.
Unless otherwise specified, Respondent shall use the forms supplied by the Purchasing Division. Proposals, once
opened, become the property of the City, cannot be withdrawn and will not be returned to the Respondents. Upon
oCpOeRnRinEgC, TPIrOopNo OsaFl sP bReOcPomOSeA sLuSb ject to public disclosure in accordance with Chapter 119, Florida Statutes.
C orrection of inadvertently erroneous proposals shall be permitted up to the time of the RFP opening. Respondents
sWhIaTllH nDotR bAeW alAloLw OeFd PtoR mOPoOdiSfyA LthSe ir proposals after the opening time and date.
NO proposal shall be withdrawn for a period of one-hundred-twenty (120) days subsequent to the opening date
without the consent of the City of Port Orange. Negligence on the part of the Respondent in preparing the proposal
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c onfers no right of withdrawal or modification after the proposal has been opened at the appointed time and place
bRyE JtEheC TCIitOyN o fO PFo PrtR OOrPaSnAgeL.S A ny such withdrawn proposal shall not be resubmitted.
TPhReO CPiOtyS rAeLsSe rMveAsY t hBeE r RigEhJtE tCoT rEeDje cAtN aDny/ OanRd R/oErS PalOl pNrDoEpNosTa(lSs) w DhIeSnQ sUuAcLhI rFeIjEeDct iFoOnR is T inH tEh FeO bLeLstO iWnteINreGs tR oEfA thSOe NCiSt:y .
a. Failure to update the information on file including address, product, service or business descriptions.
b. Failure to perform according to contract provisions.
c. Conviction in a court of law of any criminal offense in connection with the conduct of business.
d. Evidence of a violation of any federal or state antitrust law based on the submission of proposals or the
awarding of contracts.
e. Evidence that the Respondent has attempted to give a City of Port Orange employee a gratuity of any kind
for the purpose of influencing a recommendation or decision in connection with any part or the City of Port
Orange purchasing activity.
OWfN.EROStHheIPr rOeFa sDoOnsC UdeMeEmNeTdS a ppropriate by the City.
All documents resulting from this solicitation will become the sole property of the City of Port Orange. The
Respondent must meet all requirements for retaining public records and transfer, at no cost, to the City all public
records in the possession of the Respondent upon termination of this Agreement and destroy any duplicate public
records that are exempt or confidential and exempt from public records disclosure requirements. All records stored
electronically must be provided to the City in a format that is compatible with the information technology systems
of the City.
A MERICANS WITH DISABILITIES ACT (ADA)
If you need special services provided under the Americans with Disabilities Act, contact the ADA Coordinator in our
Human Resources office at 386-506-5560 at least 48 hours before the scheduled event.
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SECTION 3 - SCOPE OF SERVICES AND REQUIREMENTS
PROJECT DESCRIPTION
The selected contractor shall serve as the City's employee benefits broker and consultant and will:
** Act as the broker of record for all employee health and welfare benefit programs.
* Provide strategic guidance, market expertise, and ongoing consultation to support the City's benefits objectives.
* Deliver proactive recommendations aligned with industry best practices, regulatory requirements, and cost
management strategies.
The selected firm must be able to provide the tasks and services described in this solicitation. This list of services
ELIGisI BnoILt IpTrYe sented as being final or exhaustive.
Proposals received from firms that have a contractual relationship with a group health or dental carrier that would
preclude the firm from being unbiased in the services provided to the City of Port Orange will not be considered for
evaluation and shall be deemed non-responsive. The awarded firm shall not receive any fees, commissions or other
benefits for the insurance carrier/firms that may propose on any of the City's RFPs or from an awarded carrier,
uTnElResMs disclosed in advance in the proposal submittal.
Duration of Contract, Commencement of Work
The City of Port Orange is requesting proposals for an initial term commencing upon City approval and expiring on
April 30, 2032 ("Initial Term"), with the option of five (5) one (1) year renewals, subject to mutual written agreement
st
of the parties. For clarification, the anniversary date of the contract shall be May 1 of each year going forward,
effective May 1, 2027. Either party may terminate this agreement by giving 60-days written notice, however, notice
by the proposer shall not be given or accepted within 180 days prior to policy renewal.
CURRENT EMPLOYEE AND BENEFIT PLAN INFORMATION
*
*
* Current total annual health insurance premium costs.
* $4,590,268.39 (Medical, dental, vision: employer and employee premiums)
* Approximately 519 full-time employees and 0 part-time covered employees.
* Demographics of covered employees - Average Age is 44; 72% Male & 28% Female.
* All employees work in Florida.
* Plan year is January 1 - December 31 with Open Enrollment, normally conducted during the month of November.
* The City's Fiscal Year is October 1 - September 30 of each year.
* For employee Medical Insurance, currently the City is fully Insured and offers 4 plans with 2 carriers.
The City currently offers a fully Insured voluntary Dental Insurance Benefit.
* The City currently offers a fully Insured voluntary Vision Insurance Benefit. There are currently two (2) levels of
* coverage, a Low and High Plan, with varying premiums by Plan and tier.
* The City offers Group Life Insurance for all eligible employees.
The City offers Accidental Death and Dismemberment (AD&D) to all eligible employees.
The City offers optional supplemental life insurance for employees, who may elect additional life insurance for
* themselves and may elect Life Insurance for their Spouses and child(ren). The City does not presently contribute
to this insurance.
Employee Assistance Program (EAP) coverage is offered, for the employee (and eligible members of the
household).
For employees in eligible plans, the City offers a voluntary Flexible Spending account option, deducted pre-tax via
payroll deduction for elected voluntary contributions. The employer does not contribute to the FSA.
9

For employees electing the City's HSA-eligible HDHP plan(s), the City offers a voluntary Health Savings Account
(HSA) option, deducted pre-tax via payroll deduction for elected voluntary contributions. The employer contributes
tSoC tOhPeE H OSAF .S ERVICES
*
The* s elected contractor shall serve as the City's employee benefits broker and consultant and will:
Act as the broker of record for all employee health and welfare benefit programs.
* Provide strategic guidance, market expertise, and ongoing consultations to support the City's benefits
objectives.
* Deliver proactive recommendations aligned with industry best practices, regulatory requirements, and cost
management strategies.
* Manage relationships with carriers to effectively resolve member issues, serving as the liaison between
members and carriers with minimal intervention by City staff.
* Designate a primary and backup point of contact to attend meetings as needed, respond to inquiries (same
* day response including holidays and weekends).
* Handle all claim issues, including billing, complaints, and inquiries with efficiency and professionalism.
Provide dedicated staff with sufficient knowledge to resolve routine and complex issues on a daily basis.
Thhee P arnonpuoasel rH meaulstth d Feasicrr iibs ea: key component of the City's Wellness and Engagement activities with its
emplo yeweesl.l nTehses Bsurpopkoerrt w cailpl abbei leitxiepse cted to coordinate the Health Fair activities. As part of these activities,
o
t
engagement strategies
o
employee education initiatives
o
optional wellness programs
o
*
* All enrollment data, eligibility data, payroll deduction data, carrier feed data, and historical enrollment
records remain the property of the City.
The Broker will adhere to the City's cybersecurity practices and abide by all HIPPA/privacy protections as
defined by the HIPAA (Health Insurance Portability and Accountability Act of 1996) Federal guidelines.
1. Benefits Program Management
The* c ontractor shall broker, market, and support the City's full suite of benefits, which may include, but are not
limi*te d to:
* Medical insurance
* Dental insurance
* Vision insurance
* Life and Accidental Death & Dismemberment (AD&D)
* Supplemental and dependent life insurance
* Employee Assistance Program (EAP)
* Health Savings Accounts (HSA)
* Flexible Spending Accounts (FSA)
Voluntary and ancillary benefits, as applicable
Demonstrate direct employee support and advocacy.
The contractor shall also support future benefit offerings if the City elects to expand its programs. It is expected
that the Broker will conduct annual plan reviews that will focus on bidding existing services to ensure that the
City's employees continue to receive high quality health care options, at competitive rates, and excellent customer
service.
2. Market Analysis and Procurement Support
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