REQUEST FOR PROPOSAL
HEALTH AND WELFARE BENEFITS
RFP # 19-024
MONDAY, JUNE 24, 2019
11:30 AM CST
NOTICE TO BIDDERS
The terms “bid” and “RFP” used in this document have the same meaning.
Sealed RFP’s will be received by the City of Carrollton at the office of Patty Helms, Purchasing Manager, Carrollton
City Hall Building, 1945 E. Jackson Road, Carrollton, Texas 75006-1790 or via email provided a digital signature
is included, until the hour 11:30 AM on the 24TH day of June 2019; at which time bids duly delivered and
submitted will be considered for supplying the following:
REQUEST FOR PROPOSAL
FOR HEALTH AND WELFARE BENEFITS
Bids to be submitted to Carrollton Purchasing only. Any bid received after stated closing time will be returned
unopened. If bids are sent by mail to the recipient, the bidder shall be responsible for actual delivery of the bid to
the recipient before the advertised date and hour for opening of bids. If mail is delayed by the postal service,
courier service, or other delivery method, beyond the date and hour set for the bid opening, bids thus delayed will
not be considered and will be returned unopened.
Information concerning the bid specifications may be submitted in writing to Lai Phomsouvanh, HUB, via
email at firstname.lastname@example.org by the deadline for RFP questions as outlined on page 15.
Information on the bid process/procedures may be obtained from Patricia Helms, Purchasing Manager at
(972) 466-3115 or email@example.com.
Until the final award by the city of Carrollton, said City reserves the right to reject any and/or all bids, to waive
technicalities, to re-advertise, to proceed otherwise when the best interests of said City will be realized hereby.
Bids will be submitted sealed and plainly marked with the date and time of opening.
The city of Carrollton Municipal Building is wheelchair accessible. For accommodations or sign, interpretive
services needed for bid openings, please contact the Purchasing Office 48 hours in advance at (972) 466-3105.
City of Carrollton, Texas
Publication Dates: Sunday, June 2, 2019 & Sunday, June 9, 2019
Monday, June 24, 2019 @ 11:30 AM CST
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PROPOSAL OF BIDDERS
The following bid proposal is made for furnishing the materials/services for the city of Carrollton, Texas.
The undersigned declares that the amount and nature of the materials/services to be furnished is understood and that
the nature of this bid is in strict accordance with the conditions set forth and is a part of this bid, and that there will at
no time be a misunderstanding as to the intent of the specifications or conditions to be overcome or pleaded after the
bids are opened.
The proposer shall not discriminate on the basis of race, color, national origin, or sex in the award and performance
of any Department of Transportation (DOT)-assisted contract or in the administration of its Disadvantaged
Business Enterprise (DBE) program or the requirements 49 CFR part 26. The proposer shall take all-necessary
and reasonable steps under 49 CFR part 26 to ensure nondiscrimination in the award and administration of DOT-
assisted contracts. The recipient's DBE program, as required by 49 CFR part 26 and as approved by DOT, is
incorporated by reference in this agreement. Implementation of this program is a legal obligation and failure to
carry out its terms shall be treated as a violation of this agreement. Upon notification to the recipient of its failure
to carry out its approved program, the Department may impose sanctions as provided for under 49 CFR part 26
and may, in appropriate cases, refer the matter for enforcement under 18 U.S.C. 1001 and/or the Program Fraud
Civil Remedies Act of 1986 (31 U.S.C. 3801 et seq.).
The undersigned hereby proposes to furnish any supplies or equipment necessary for this bid/rfp, F.O.B.
Carrollton, Texas, freight pre-paid at the unit prices quoted herein after notice of bid award. The undersigned
affirms that they are duly authorized to execute this contract that this company, corporation, firm, partnership or
individual and has not prepared this bid in collusion with any other bidder, and that the contents of this bid as to
prices, terms or conditions of said bid have not been communicated by the undersigned nor by any employee or
agent to any other person engaged in this type of business prior to the official opening of this type of business
prior to the official opening of this bid.
Texas Government Code §2270.002 forbids Texas government entities from contracting with any company that
excludes or boycotts Israel, or will do so doing the term of a contract. Also, Texas Government Code §2252.152
prohibits Texas governments from contracting with companies who do business with Iran, Sudan, or foreign
terrorist organizations. If Bidder or Bidder’s company boycotts Israel or will boycott Israel during the contract,
does business with Iran, Sudan, a terrorist organization, or is an organization listed with the Texas Comptroller
pursuant to Chapter 2252 of the Texas Government Code, you must disclose this in your bid response and provide
details of such business.
In addition, the Vendor who wins a bid award must guarantee that they will not employ a subcontractor in the
performance of the bid award who falls under either law. Submission of a bid proposal shall be deemed an
affirmative statement that Bidder does not and will not boycott Israel, and Bidder does not and will contract with
Iran, Sudan, or any terrorist organization. If you need to provide the city any detail regarding these new laws,
please attach details as needed.
Please sign on the line below as verification that your company is not excluded from contracting with the city
of Carrollton by either Texas law, and will remain in compliance to these two laws for the term of the bid
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PROPOSAL OF BIDDERS
REQUEST FOR PROPOSAL
HEALTH AND WELFARE BENEFITS
PLEASE PROVIDE A COPY OF
HUB Vendor Status
YES (attach certification)
________ NO ____________
HUB VENDORS: HUB Vendors (Historically Underutilized Business) are Vendors whose company is owned by either a minority or
woman. If you are classified as a HUB Vendor and have certification to prove this, please respond below and attach a copy of your
certification. If you would like to read the Texas bid statute, which references HUB Vendors, please follow this link
If response is not received in the form of a “BID” or “No BID” bidder will be removed from
bid list. Please give a specific reason as to why you are unable to bid, i.e.: we do not sell the
NO BIDS may be faxed to: 972-389-9557
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It is the responsibility of the vendor to check for addenda. Addenda will be posted to the City’s website:
ANNUAL CONTRACT FUNDING
The City operates on a fiscal year that ends on September 30th. Because state law mandates that a municipality may
not commit funds beyond a fiscal year, this bid is subject to cancellation if funds for this commodity are not approved
in the next fiscal year.
ASSIGNMENT OF BID/CONTRACT
The successful bidder may not assign their rights and duties under and award without the written consent of the City’s
Purchasing Manager. Such consent shall not relieve the assignor of liability in event of default by their assignee.
BID CONSIDERATION / TABULATION
After bids are opened, the bids will be tabulated for comparison on the basis of the bid prices and quantities (lowest
responsible vendor) or by the best value method shown in the Proposal. Until final award of the Contract, the city
reserves the right to reject any or all bids, to waive technicalities, and to re-advertise for new bids, or proposed to do
the work otherwise in the best interests of the City.
The following items will be considered when an award is based on best value:
The purchase price;
The reputation of the bidder and of the bidder’s goods or services;
The quality of the bidders’ goods or services;
The extent to which the goods or services meet the municipality’s needs;
The bidder’s past relationship with the municipality;
The impact on the ability of the municipality to comply with laws and rules relating to contracting with
historically underutilized businesses and nonprofit organizations employing persons with disabilities;
The total long-term cost to the municipality to acquire the bidder’s goods or services; and
Any relevant criteria specifically listed in the request for bids or proposals.
Bids must be submitted to the above address, and we will need vendors to submit 2 copies, (1) marked
“Original” and (1) marked “Copy”, along with 3 USB electronic copies.
CANCELLATION OF BIDS
Bids may be cancelled with 30 days written notice with good cause.
CHANGES OR ALTERATIONS
No part of this bid may be changed/altered in any way. Vendors must submit written requests to change any
specifications/conditions with their proposal. Changes made without submission of a written request to this bid
will result in disqualification.
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