Town of Apex RFP for Benefits Broker Services

Agency:	Town of Apex
State:	North Carolina
Type of Government:	State & Local
NAICS Category:	541512 - Computer Systems Design Services 541611 - Administrative Management and General Management Consulting Services
Posted Date:	Jul 2, 2026
Due Date:	Jul 31, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Bid Title:	Town of Apex RFP for Benefits Broker Services
Category:	Professional Services
Status:	Open

Description:

The purpose of this Request for Proposals (“RFP”) is to solicit offers from qualified brokers (hereinafter referred to as “Broker”) to assist the Town of Apex (hereinafter referred to as “Town”) with strategically planning, designing and negotiating the best coverage and cost for selective employee benefit programs, which may include but are not necessarily limited to health, dental, vision, short-term and long-term disability, life, AD&D, employee assistance programs, flexible spending accounts, COBRA administration and OPEB reporting.

Publication Date/Time:

7/2/2026 8:00 AM

Closing Date/Time:

7/31/2026 5:00 PM

Contact Person:

Courtney Jones
courtney.jones@apexnc.org

Miscellaneous:

A. Proposal Deadline: Must be received by the Town of Apex no later than July 31, 2026, at 5:00 PM EST.
B. Submission of Proposals: Vendors must submit both an electronic PDF version of the proposal (excluding any materials that are non-electronic) and three hard copies with all attachments, including signatory pages, which should be received by the deadline above. The hard copies must be sent to the following delivery address:

Town of Apex
Attn: Courtney Jones, Human Resources
P.O. Box 250
Apex, NC 27502

The electronic PDF version of the proposal (excluding non-electronic materials) must be submitted by the deadline above to courtney.jones@apexnc.org or may be included in the bid packet on digital media.

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TOWN OF APEX

HUMAN RESOURCES DEPARTMENT

REQUEST FOR PROPOSALS

FOR

BENEFITS BROKER SERVICES

ISSUED

JULY 2, 2026

DUE

NO LATER THAN JULY 31, 2026

Courtney Jones, Human Resources Manager – Talent & Benefits

Subject line: Broker Services RFP

THE TOWN OF APEX RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS RECEIVED, OR TO

SELECT THE PROPOSAL WHICH, IN OUR OPINION, IS IN THE BEST OVERALL INTEREST OF THE TOWN.

TOWN OF APEX ALSO RESERVES THE RIGHT TO WAIVE INFORMALITIES AND TECHNICALITIES IN THE

PROPOSALS. THIS REQUEST FOR PROPOSALS IS NOT AN OFFER, OBLIGATION, OR AGREEMENT TO

AWARD WORK TO ANY PROPOSER, AND NO CONTRACTUAL RELATIONSHIP IS CREATED BY

RESPONDING TO THIS REQUEST FOR PROPOSALS.

Purpose

The purpose of this Request for Proposals (“RFP”) is to solicit offers from qualified brokers

(hereinafter referred to as “Broker”) to assist the Town of Apex (hereinafter referred to as “Town”)

with strategically planning, designing and negotiating the best coverage and cost for selective

employee benefit programs, which may include but are not necessarily limited to health, dental,

vision, short-term and long-term disability, life, AD&D, employee assistance programs, flexible

spending accounts, COBRA administration and OPEB reporting. The Town has approximately over 700

full‐time employees and over 1,100 members. The Town is constantly competing to recruit and retain

the best employees possible. Our leadership is looking to ensure we have financially competitive and

affordable benefit programs to offer our employees.

Town Background

The Town of Apex is a rapidly growing and developing area located just west of Raleigh, the capitol of

North Carolina. The Town was incorporated in 1873 and has an estimated population of

approximately 84,000 residents.

The Town offers comprehensive health benefits to active and retired employees and their families. In

addition, the Town has made a commitment to the overall health and wellbeing of their employees

through the Peak Wellness initiative. Employees are incentivized to improve their health beyond

annual screenings through fitness and nutrition.

The Town provides medical coverage through a self-funded medical plan administered by Cigna. The

Town’s pharmacy and stop loss coverage is integrated through their medical administrator, Cigna. The

Town’s fiscal and benefit plan years begin on July 1, with open enrollment being held during the

month of May.

Proposal Instructions

A. Proposal Deadline: Must be received by the Town of Apex no later than July 31,

2026, at 5:00 PM EST.

B. Submission of Proposals: Vendors must submit both an electronic PDF version of the

proposal (excluding any materials that are non-electronic) and three hard copies with

all attachments, including signatory pages, which should be received by the deadline

above. The hard copies must be sent to the following delivery address:

Town of Apex

Attn: Courtney Jones, Human Resources

P.O. Box 250

Apex, NC 27502

The electronic PDF version of the proposal (excluding non-electronic materials)

must be submitted by the deadline above to courtney.jones@apexnc.org or may

be included in the bid packet on digital media.

C. Withdrawal of Proposals: Proposing vendors may withdraw their proposals any time

before the deadline for submission on July 31, 2026, but the withdrawal must be

submitted in writing and signed by the proposing vendor.

D. Inquiries: All inquiries relating to this request should be in writing and

addressed to:

Town of Apex

Attn: Courtney Jones, Human Resources

P.O. Box 250

Apex, NC 27502

They also may be emailed to: courtney.jones@apexnc.org.

E. Vendor Certification: The submission of proposal shall be deemed a

representation and certification that the proposing vendor:

• Has carefully read and fully understands the information provided by Town of

Apex in this RFP;

• Is financially solvent and has the capability to successfully undertake and

complete the responsibilities and obligations of the proposal submitted;

• Represents that all of the information contained in the submitted proposal is

true and correct;

• Did not in any way collude or conspire with any other parties, directly or indirectly,

in regard to the amount, terms, or conditions of this proposal;

• Acknowledges that Town of Apex has the right to make any inquiry it deems

appropriate to substantiate or supplement information provided by proposing

vendors and hereby grants Town of Apex permission to make these inquiries; and

• Acknowledges that any proposal cannot be modified after its submission for any reason.

F. Format and Deadline of Proposals: Late proposals will not be accepted under any

circumstance and will not be opened or reviewed. We will not accept proposals by fax

or any method other than is outlined under item B of Proposal Instructions. The sender

must allow ample delivery time for the selected shipment or transmission methods.

RFP Schedule

Date

July 2, 2026

July 31, 2026

August 2026

Distribution of RFP

Event

RFP Submission Deadline

Evaluation Period

August – September Interviews and Presentations

2026

September 2026

Selection & Recommendation

October –

November 2026

November –

December 2026

January 1, 2027

Contract Negotiation & Council Approval

Transition Planning with Current Broker (if applicable)

Contract Commences

Contract Period

The term of the Contract shall be for a three (3) year period beginning upon the date of execution of the

Contract and terminating three (3) years from the effective date provided that:

• Funds are authorized annually by the Town of Apex Council,

• Neither the Town nor the Broker desire to alter the terms of the Contract during the three

(3) year period, and

• The Contract is not otherwise terminated through provisions of another clause of the

Contract.

The Town has the option, upon mutual agreement with the contractor, to extend the terms of the

contract for up to two (2), one-year extensions.

Fees

Please provide fees, if able, for five (5) years of contract service. The fee for each proposed contract

year should be individually stated. Broker should not submit just a five-year total cost proposal. Pricing

must be inclusive of all expenses, including travel related expenses. All costs not explicitly stated in the

price quotations shown in the proposal will be excluded from payment consideration by Town in the

event that a contract is awarded based on the proposal. It is Town’s preference to pay for services by

fee rather than through a commission wherever possible. Please clearly outline your compensation

associated with the required services on a separate compensation addendum.

Scope of Work

The Town of Apex seeks proposals from qualified, North Carolina-licensed employee benefits consulting

and brokerage firms to serve as the Town's Broker of Record. The selected firm must be independent

and free from ownership or control by any insurance carrier, third-party administrator, provider

network, or other entity that may create a conflict of interest.

The proposing firm must demonstrate a minimum of five (5) years of experience providing employee

benefits consulting and brokerage services to public sector employers, including local government

organizations with at least 500 benefit-eligible employees.

The selected firm shall provide comprehensive employee benefits consulting, brokerage, and account

management services, including but not limited to:

• Strategic planning and consultation related to the Town's employee benefits programs, including

medical, dental, vision, life, disability, wellness, and voluntary benefits.

• Annual marketing, renewal, and procurement services, including preparation of specifications,

evaluation of vendor proposals, contract negotiations, and recommendations regarding plan

design, funding strategies, and vendor selection.

• Review and audit of benefit-related contracts, renewals, and service agreements to ensure

accuracy, compliance, and adherence to negotiated terms.

• Ongoing financial analysis, claims review, benchmarking, and reporting to support data-driven

decision-making and cost containment strategies.

• Pharmacy benefit consulting, including analysis of utilization trends, specialty drug management,

and emerging market solutions.

• Guidance regarding applicable federal and state laws, regulations, and industry trends affecting

employee benefits programs.

• Development and support of employee benefit communications, annual open enrollment

materials, employee education sessions, benefit fairs, and other engagement initiatives.

• Quarterly stewardship meetings to review plan performance, claims experience, service metrics,

market trends, and strategic recommendations.

• Designation of a dedicated service team, including a primary account executive responsible for

timely issue resolution and ongoing account management.

• Evaluation of new benefit programs, funding arrangements, and emerging solutions to support

the Town's recruitment, retention, and employee well-being objectives.

• Full disclosure of all direct and indirect compensation, commissions, contingent compensation,

incentives, and other forms of remuneration received in connection with the Town's account.

• Additional consulting and brokerage services as requested by the Town.

Proposal Requirements

Proposals should clearly demonstrate the firm's qualifications, experience, resources, and ability to

provide the services described in the Scope of Work. Responses should be concise but sufficiently

detailed to allow the Town to evaluate the firm's capabilities. Please address the following items in the

order presented.

Firm Information and Qualifications

1. Provide a brief overview of your firm, including organizational structure, ownership, company

history, and philosophy of service.

2. Confirm that your firm is licensed to conduct insurance brokerage and consulting services in

North Carolina and provide documentation of licensure.

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.

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Town of Apex RFP for Benefits Broker Services

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