UC-wide RFP UC Pet Insurance | 004057-Aug2026

REQUEST FOR PROPOSAL (RFP) EVENT AND PROCESS SUMMARY

SECTION I: ORGANIZATIONAL CONTEXT

1.1 University of California

The University of California (UC), one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to academic excellence in teaching, research, health care and public service. Since the opening of its first campus in 1868, the University of California system has been committed to responsible stewardship of its resources, education and innovation for the public good. The UC has approximately 285,000 undergraduate and graduate students, a workforce of 216,000, and encompasses ten campuses, six academic health centers, four law schools, a statewide Division of Agriculture and Natural Resources and is also involved in the operation and management of three national laboratories for the U.S. Department of Energy (DOE), as further detailed herein:

Any awarded Agreement(s) will be available to all current and future locations of the University of California and its Affiliates.

UC Procurement Services

UC Procurement Services is the centralized procurement/supply chain hub for the University of California. UC Procurement Services develops and implements UC systemwide supply chain strategies and policies that leverage UC's purchasing power to optimize UC systemwide spend.

UC Procurement Services coordinates with the entire UC system to establish UC systemwide agreements for goods and services that are commonly purchased at UC locations. UC systemwide agreements are created through a competitive RFP and award process that considers the business requirements and policies of the University, along with the quality and price of goods and services.

UC Sustainable Practices Policy

The University of California, as part of its commitment to sustainability and in alignment with its mission of teaching, research and public service will maximize its procurement of sustainable products and services, within the constraints of research needs and budgetary requirements and in compliance with all applicable rules, regulations and laws. The UC values the health and wellbeing of its students, staff, faculty, visitors, and suppliers, and seeks to provide healthy and accessible conditions for the communities it serves, as well as those throughout its supply chain. As such, goods, services, and supply chain impacts to health and wellbeing will be considered as fundamental factors when making procurement decisions. UC participates in SABRC and Green Spend Reporting and includes these considerations in selection of suppliers. Where functional alternatives to harmful products and/or services exist, they will be strongly preferred. In addition to environmental considerations, UC is committed to Economic and Community Impact. The University has a vested interest in supporting the innovation, sustainability and growth of small businesses and forward-thinking business models. The inclusion of qualified Small and local businesses foster healthy competition, extend opportunities and enhance economic resilience. Large businesses are encouraged to partner with certified Small businesses for Co-Tier 1 and Tier 2 opportunities.

UC may consider the following certifications in competitive environments:

Small Business

SBE, SB, WOSB, EDWOSB, HUB Zone

Disabled Veteran

DVOBE, SDVOB, VOB, VOB

Green Spend Reporting UC Green Spend Reporting is a mandatory process for suppliers and campus departments to track environmentally responsible procurement. If awarded a contract, Suppliers must submit data on products outlined in UC Sustainable Procurement Guidelines, including, but not limited to electronics, furniture, and cleaning supplies.

SABRC Reporting The University of California participates in the State Agency Buy Recycled Campaign (SABRC) managed by CalRecycle and the Department of General Services. SABRC aims to stimulate markets for recycled materials, reduce landfill waste, and support a circular economy. Pursuant to California Public Contract Code, Sec. 12200-12217, UC is required to purchase products with Post-Consumer Recycled Content (PCRC) with thresholds set for each category and report SABRC Compliant Dollars.

Packaging Requirements

Packaging for all products procured by UC must be designed, produced, and distributed to the end user in a sustainable manner. The UC requires that all packaging be compliant with the Toxics in Packaging Prevention Act (AB 455) to be free of any intentionally introduced lead, cadmium, mercury or hexavalent chromium, and containing no incidental concentrations of these regulated metals greater than 100 parts per million (ppm) by weight. Also, UC requires all packaging meet at least one of the criteria listed below:

Uses bulk packaging

Uses reusable packaging (e.g. totes reused by delivery service for next delivery)

Uses innovative packaging to reduce the weight of packaging, reduce packaging waste, or utilizes packaging that is a component of the product

Maximizes recycled content and/or meets or exceeds the minimum post-consumer content level for packaging in the U.S. Environmental Protection Agency Comprehensive Procurement Guidelines

Uses locally recyclable or certified compostable material

Environmental Marketing Claims: The UC requires all sustainability related purchasing claims to be supported with UC recognized certifications and/or detailed information on proven benefits, durability, recycled content, and recyclability properties, in accordance with the for the use of environmental marketing claims.

SECTION II: Purpose & Objectives of the RFP

2.1 RFP Objectives

The UC invites qualified and responsible Suppliers to prepare and submit proposals to this Request for Proposal (RFP) for Pet Insurance for Employees and Retirees (together, the "Goods and Services) to service the UC for its needs, all in accordance with Federal and State of California laws and the requirements of UC as further detailed in this RFP.

Deliver a competitive and robust pet insurance benefit that provides UC employees and retirees with meaningful group discounts, attractive plan options, and strong overall value.

Provide comprehensive and flexible coverage for eligible pets, including dogs, cats, birds, rabbits, reptiles, and other exotic pets, with clearly defined coverage provisions, underwriting criteria, exclusions, waiting periods, and treatment of pre-existing conditions.

Enhance employee and retiree access and convenience through portable coverage, access to licensed veterinarians throughout the United States, direct employee enrollment and payment, and an easy-to-navigate enrollment and servicing experience.

Ensure high-quality service and program administration through responsive customer care, dedicated account management, effective issue resolution, employee education and communications, and a well-defined implementation and enrollment plan.

Establish a strategic, performance-driven partnership with a Supplier that can demonstrate competitive pricing, operational excellence, measurable service levels, ongoing reporting and business reviews, and value-added opportunities aligned with UC's sustainability, accessibility, and broader benefits objectives.

There are no minimum or maximum guarantees in this RFP. However, the Supplier shall provide the best pricing for this RFP in Pet Insurance for employees and retirees.

2.2 Issuing Office and Communications Regarding the RFP

This RFP, and any subsequent addenda to it, is being issued by UC Procurement Services on behalf of the University of California. UC Procurement Services is the sole point of contact regarding all procurement and contractual matters relating to the requirements described in this RFP. UC Procurement Services is also the only office authorized to change, modify, clarify, etc., the specifications, terms, and conditions of this RFP and any Agreements(s) awarded as a result of this RFP.

Suppliers are not permitted to communicate with any UC employee regarding this solicitation during the period between the RFP issue date and the announcement of awards, unless authorized by UC Procurement Services sole point of contact named below.

All communications, including submission of RFP response and any requests for clarification concerning this RFP, must be submitted via the section of this RFP within CalUsource, the University of California supplier registration and sourcing web system as further detailed herein.

If a Supplier is found to be in violation of this provision, UC reserves the right to disqualify that Supplier from further consideration.

SECTION III: SCOPE OF SERVICES

3.1 General Scope

The University of California ("UC") is seeking proposals from qualified Pet Insurance Suppliers to provide and administer a comprehensive, competitively priced, employee-paid pet insurance program for eligible UC employees and retirees. The selected Supplier will offer flexible plan options covering pet-related accidents, illnesses, and other eligible veterinary care, with clearly defined benefits, pricing and discount structures, underwriting requirements, exclusions and limitations, waiting periods, treatment of pre-existing and hereditary conditions, and other material coverage provisions. UC is particularly interested in meaningful group pricing, multi-pet discounts, and coverage options for dogs, cats, birds, rabbits, reptiles, and other eligible exotic pets.

The proposed program should provide employees and retirees with convenient access to licensed veterinarians throughout the United States and portable coverage that supports continuity for participants who leave UC, subject to applicable policy terms. The program will operate as an employee/retiree direct-pay benefit, with employees and retirees enrolling and paying premiums directly to the Supplier rather than through UC payroll deduction. Suppliers should provide intuitive tools and resources that enable employees to obtain information and quotes, enroll eligible pets, manage coverage, submit and track claims, and access customer support.

The selected Supplier will be responsible for comprehensive program administration, including enrollment support, claims assistance, responsive customer service, dedicated account management, issue resolution, and defined escalation procedures. The Supplier will also collaborate with UC on implementation, employee and retiree communications, educational materials, and ongoing engagement activities supporting the anticipated March 1, 2027 program launch.

UC seeks a strategic, performance-driven Supplier that demonstrates competitive pricing, strong operational capabilities, measurable service levels, effective reporting and business reviews, and value-added opportunities aligned with UC's accessibility, sustainability, and broader employee and retiree benefits objectives.

3.2 Agreement Term

The term of the Agreement shall commence upon execution of the Agreement and will be for a period of five (5) years (the "Initial Term") with two options consisting of three (3) year and a two (2) year renewal (the "Renewal Terms"), at the sole discretion of the UC, for a total of ten (10) years. Category discounts shall remain firm for the Initial Term and all Renewal Terms of any Agreement which may be awarded pursuant to this RFP. All pricing must be verifiable and auditable from the date of the contract award.

SECTION IV: RFP REQUIREMENTS & PROPOSAL SUBMITTAL INSTRUCTIONS

4.1 Timeline

Suppliers interested in submitting proposals in response to this RFP should do so according to the schedule in the Timelines section in the CalUsource portal, tabulated below. A Supplier may be disqualified for failing to adhere to the dates and times for performance specified in the portal. All times are Pacific Time Zone and dates are subject to change at the sole discretion of UC.

The UC reserves the right to modify the above schedule of events in the Timelines section for this RFP in the CalUsource portal and make changes to other provisions in this RFP.

4.2 Pre-proposal conference

A pre-proposal virtual conference will be held on Wednesday, August 26, 2026, at 10:00 am PT via Zoom,

The purpose of this conference will be to clarify the contents of this RFP to prevent any misunderstanding of the RFP, as well as provide Suppliers the opportunity to ask questions about the RFP submission, and the UC's requirements. Attendance at the pre-proposal conference is highly recommended for Suppliers who intend to submit a proposal. Attendance at the conference is limited to two representatives from each participating company. Please contact the RFP Sourcing Manager by email for Zoom meeting instructions. Any changes to the pre-proposal conference call requirements are at the sole discretion of the University.

4.3 Intent to Respond to RFP

Suppliers must confirm their intent to respond to this RFP by confirming their participation in CalUsource. Download the document, complete by signature (digital is acceptable) and upload per the instructions.

4.4 Addenda to the RFP

Any changes, additions, or deletions to this RFP will be in the form of written addenda issued by UC via the CalUsource portal. Any addenda to this RFP will be distributed to all participating Suppliers via the CalUsource portal. The UC will not be responsible for failure of any prospective Supplier to receive such Addenda. All Addenda will become part of the RFP.

4.5. Method of Submission

Proposals in response to this RFP must be submitted online using CalUsource no later than the time and due date stated in the Timelines section in CalUsource portal. No mailed, telephone, emailed, facsimiled, or late proposals will be considered.

Responses will take time to enter into the CalUsource portal. It is highly recommended that Suppliers review the for guidance on how to navigate and use CalUsource. Supplier's inability to enter their response into the CalUsource portal will not be accepted as a reason for a late response.

For technical issues, contact GEP Support: 1-732-428-1578 or . Please identify yourself as registering in the University of California network.

4.6 Proposal Submission Process

Suppliers must provide a complete, straightforward, concise response to all Guidelines, Questionnaires, Price Sheets, and any other information requested in the RFP as detailed in the CalUsource portal. Suppliers warrant that all information provided is true and accurate. The submission of false, inaccurate, or otherwise misleading information may be grounds for disqualification from the RFP process, as well as jeopardize Supplier's eligibility to participate in future UC business.

4.6.1 Guidelines

This is a prerequisite section for accessing the complete RFP package. Suppliers must read and follow the instructions for each of the following Guideline's documents:

RFP Event and Process Summary (this document)

Purchasing Agreement

UC Terms and Conditions of Purchase, dated 4/1/2025

4.6.2 Questionnaires

This section contains a set of questionnaires, and Suppliers are required to respond to all questionnaires listed below. Your responses will be evaluated and graded.

Company Information / Market Experience

General Product Information

Plan Design Options / Coverage

Underwriting

Eligibility

Implementation Credit Discount

Enrollment

Billing

Technology

Communications / Event Support / Captive Arrangement

Commission

Customer Service

Claims

Stewardship Reporting

IT Security

Sustainability

Accessibility

Mandatory Minimum Requirements / Intent to Bid

Presentation / References / Q&A

Financial Offer

4.6.3 Price Sheets

Suppliers are required to follow the instructions for pricing submission in the Financial Offer Questionnaire.

4.6.4 Attachments

Attachments will not be accepted unless requested by UC. For Questions allowing for attachments, or requested by UC, please label the attachments with your company name so evaluators can easily find the referenced attachment. Attachment naming convention example is provided below:

Questionnaire Title_ Q #

E.g. Supplier Name_Q#3

4.7 Superfluous Materials

Supplier must not provide superfluous materials such as marketing materials or website links in response to, or in lieu of, specific responses to the questions herein, and may be disqualified for providing superfluous materials.

4.8 Collusion

Collusion among Suppliers is not allowed. If there is proof of collusion among Suppliers, all proposals involved in the collusive action will be rejected.

4.9 Late Proposals

Late proposals will not be accepted unless it is UC's determination that UC's technical issues or other similar issues are responsible for the delay or failure.

4.10 Supplier Questions

Each Supplier is expected to exercise their best professional independent judgment in analyzing the requirements of this RFP to determine whether additional clarification is necessary or desirable before responding. If there are discrepancies in, omissions to, or questions about the information provided in the RFP or by any other source, a request must be submitted via the CalUsource "Discussion Forum" by the stated deadline using the submission template provided. Responses to individual Supplier questions will be made available via the CalUsource "Discussion Forum" to all Suppliers that confirm their intent to participate in this RFP.

4.11 Proposal Preparation Costs

All costs incurred in the preparation and submission of the proposals and related documentation, including Supplier's presentations, interviews, demonstrations, and provision of the Services to UC for independent testing purposes, will be borne by the Supplier.

4.12 Proposal Validity Period

All Proposals shall remain available for UC acceptance for a minimum of one-hundred and twenty (120) days following the RFP closing date.

4.13 Errors and Omissions

If the Supplier discovers any discrepancy, error, or omission in this RFP or in any of the attached documents, UC shall be notified immediately, and a clarification/notification will be issued to all Suppliers who have access to this RFP. No Supplier will be entitled to additional compensation for any error or discrepancy that appears in the RFP where UC was not notified and a response provided. All Addendums of Clarification will be distributed to the Proposal Participants via the CalUsource portal.

4.14 General Conditions

Please note the following requirements regarding this RFP:

4.14.1 Information and data distributed from UC to participating suppliers is to be used by the supplier solely for the purposes of responding to this RFP and cannot be used for any other purpose.

4.14.2 The initial proposals will be considered binding. Financial negotiations will continue throughout the evaluation process; however, suppliers' original financial proposals are binding.

4.14.3 Additional information may be solicited and accepted during the evaluation process.

Modifications or corrections of oversights to the original proposal may be allowed at UC's sole discretion; however, UC cannot guarantee that revised proposal elements will be accepted.

4.14.4 Supplier must operate within the guidelines of all federal, state, and local labor laws and codes. Supplier must possess all trade, professional or business licenses as may be required by the work contemplated by this RFP.

Section V: Proposal Evaluation and Agreement Award

5.1 Most Responsive and Responsible Supplier

Any Agreements(s) resulting from this RFP will be awarded to the most responsive and responsible Supplier(s) whose proposal, in UC's opinion, offers the greatest benefit to UC when considering the total value, including, but not limited to, the quality of the Services and total cost (including prompt payment discounts, available volume discounts, and other elements of value to UC). A responsive and responsible Supplier is one whose offer satisfies the requirements of this RFP, is considered capable of performing, and is otherwise eligible and qualified to perform in the manner stated in this RFP.

5.2 Best Value

Proposals will be evaluated by UC using a Best Value evaluation methodology which is the most advantageous balance of price, quality, service, performance and other elements as defined by the University, achieved through methods in accordance with Public Contract Code Section 10507.8 and determined by the following objective performance criteria that may include technical capabilities, financial capabilities, past experience, quality control, price, life-cycle costs, sustainable offerings and practices, supplier diversity. The UC Evaluation team will examine each proposal to determine through the application of uniform criteria the ability of each Supplier to meet UC's specifications. For the purposes of this RFP, Supplier responses will be evaluated using the following criteria:

5.3 Investigations

The UC may request additional information either from the Supplier or others, utilize site visits, Supplier presentations, interviews, sandbox testing, and make any other investigations it deems necessary to verify the Supplier's qualifications and ability to successfully meet the requirements of this RFP. The UC also reserves the right to obtain Dun & Bradstreet reports or similar independent reports for further indications of the Supplier's ability.

5.4 Right to Reject

The UC reserves the right to reject any proposal in which the information submitted fails to satisfy UC and/or the Supplier is unable to provide the information or documentation within the period requested. Any submitted proposal that fails to comply with the requirements of this RFP will be considered non-responsive and will not be evaluated or eligible for award of any subsequent contract.

5.5 Waiver

The UC may waive irregularities in a proposal if UC judges that such action will not negate fair competition and will permit proper comparative evaluation of Proposals submitted. The UC's waiver of an immaterial deviation or defect shall in no way modify the RFP documents or excuse the Supplier from full compliance with the RFP specifications in the event the Agreement is awarded to that Supplier.

5.6 Right to Award

The UC reserves the right to award an Agreement to Supplier(s) if deemed to be in the best interests of UC, solely at the discretion of UC. The UC reserves the right to accept or reject any or all proposals, make more than one award, split the award or make no award.

5.7 Agreement Award

Any contract awarded pursuant to this RFP will include the requirements and specifications in the RFP, as well as the contents of the proposal response as accepted by UC and will be in writing.

5.8 Right to Interview

The UC reserves the right to conduct interviews with some or all of the suppliers at any point during the evaluation process. However, UC may determine that interviews are not necessary. In the event interviews are conducted, information provided during the interview process shall be taken into consideration when evaluating the response.

5.9 Right to Negotiate and Withdraw

The UC's selection may be made based on initial proposals or UC may elect to negotiate with Suppliers selected as finalists. The UC reserves the right to negotiate the modification of proposed prices and/or terms and conditions with the Supplier offering the best value to UC prior to the execution of an Agreement. Additionally, UC reserves the right to withdraw this RFP at any time.

5.10 Multi-Phased Initiative

This Initiative will consist of the following separate phases:

5.10.1 Phase I: Prerequisites

Supplier must acknowledge and agree to all requirements of the RFP as outlined in the Guidelines section in CalUsource before advancing in the proposal process.

5.10.2 Phase II: Selection of Finalists

Finalists will be identified based on the quality and responsiveness of the written proposals.

5.10.3 Phase III: Finalist Presentations (at UC discretion)

The identified finalists resulting from Phase II will advance to Phase III.

Suppliers may be requested to conduct a virtual presentation (Zoom) to demonstrate Suppliers' ability to provide the Services. However, UC may determine that presentations are not necessary. In the event presentations are conducted, information provided during the presentation process shall be taken into consideration when evaluating the stated criteria. The UC shall not reimburse the Supplier for any costs associated with the Phase III process.

5.11 Pricing and Incentives

5.11.1 Pricing for Goods and Services is being requested within Questionnaire - Pricing to this RFP and is to be completed and uploaded within the Questionnaire Section.

5.11.2 Pricing/Discount Structures resulting from this RFP process shall remain firm for the initial period of any Agreement awarded pursuant to this RFP. Suppliers are encouraged to provide details of and propose additional discounts for volume orders, special manufacturer offers, minimum order quantity, free goods program, total annual spend, etc.

5.12 No Mandatory Use

Supplier is advised that there is no mandatory use policy at UC for Agreements. Thus, UC does not guarantee any specific amount of business forthcoming from this RFP. A winning Supplier may still see competition at any given UC location for any given Service. However, by providing outstanding prices, service, and the best overall total cost and quality to UC systemwide, the winning Supplier is expected to garner a large percentage of total available UC business.

5.13 Exclusions

Supplier is advised that some goods and/or services may be subject to pre-existing Agreements with other Suppliers or may be outside the scope of this RFP and may not be included in any awarded contract or may be included on a limited basis.

5.14 Offshoring of Services

UC will not, as a part of a contract that will displace UC employees, pay to train workers located in foreign countries or who plan to relocate to a foreign country. Please note that a condition of awarding a contract will be that Supplier agrees to the warranties in Article 6 of UC's Terms & Conditions of Purchase. Additionally, Supplier must do one of the following in its proposal:

5.14.1 Certify under penalty of perjury that the services will be performed solely with workers within the United States, including any services that Supplier would provide using a sub-supplier; or

5.14.2 Describe in its proposal any parts of the services that will be performed by workers outside of the United States.

5.15 Disclosure of Records/Confidentiality of Information

5.15.1 All Proposal responses and related documents, submitted to UC in response to this RFP will become the exclusive property of UC upon receipt and will not be returned.

5.15.2 Proposal response(s), which are incorporated into any resulting Agreement(s) with the University of California, may be subject to the State of California Public Records Act (CA State Government Code 6250, et. seq.). This Request for Proposal, together with copies of all documents pertaining to any award, if issued, will be kept for a period of one (1) year from date of contract expiration or termination and made part of a file or record which shall be open to public inspection. Certain private, trade secret or confidential information may be considered exempt from the California Public Records Act. Any trade secret or company confidential information submitted as a part of this proposal shall be clearly marked "Trade Secret Information" or "Confidential Information."

5.15.3 Should a request be made of the University of California for access to information designated confidential or trade secret by the Supplier, and UC denies the request based on that designation, the Supplier may be responsible for all legal costs necessary to defend such action if the denial is challenged in a court of law.

5.16 Specifications and Exceptions

Unless documented as an Exception, the submission of a proposal will confirm Supplier's acceptance of all RFP specifications. In documenting an Exception to the RFP specifications, Supplier must provide a detailed itemization and explanation for each deviation from the RFP specifications, clearly describing any alternate goods and/or services that could be provided to satisfy those requirements. Supplier should list any items it wishes to exclude from its standard catalog. Absence of an itemization and explanation will mean that Supplier is willing and able to meet all RFP specifications. If Supplier does not document an Exception regarding the RFP specifications and it is found that goods and/or services delivered do not meet the RFP specifications, Supplier will be required to correct same at Supplier's expense. Supplier is cautioned that if UC does not approve Supplier's request for exception to the RFP specifications, and Supplier does not withdraw the request, the proposal may be deemed non-responsive and ineligible for award.