Project Information

Bid Title

Benefit Broker Services

Issuing Agency

Trophy Club town

Location

Texas

Published Date

Feb 3, 2026

Closing Date

Mar 2, 2026

Government Level

State & Local

Status

Closed

Ref. #

HR2026-01

Original Source

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Bid Documents

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Project Description

Bid Number:	HR2026-01
Bid Title:	Benefit Broker Services
Category:	Human Resources
Status:	Open

Description: The Town of Trophy Club is seeking proposals from qualified and experienced Benefit Broker firms to provide comprehensive employee benefit consulting and brokerage services for the Town’s benefits program.  The selected proposer will serve as the Town’s independent advisor and broker of record, assisting with the design, marketing, implementation, administration, and ongoing evaluation of employee benefit plans.  The Town currently provides benefits to approximately 82 benefit-eligible employees and seeks a broker with demonstrated expertise in public-sector benefits, regulatory compliance, cost containment, and employee communication.  The objective of this procurement is to secure professional services that will help the Town deliver competitive, compliant, and cost-effective benefit offerings while ensuring high-quality service and support to both the Town and its employees. Questions regarding form and content of your proposal for this RFP shall be directed to For security reasons, you must enable JavaScript to view this E-mail address. no later than Wednesday, February 11, 2026. An addendum to this RFP with a written response to questions received by Wednesday, February 11, 2026, will be posted online at https://www.trophyclub.org/Bids.aspx no later than Monday, February 16, 2026. Proposals shall be submitted via email to For security reasons, you must enable JavaScript to view this E-mail address. no later than Monday, March 2, 2026. Please refer to the Request for Proposal for comprehensive information on the scope of services and proposal submission requirements. Request for Proposal - HR2026-01 - Benefit Broker Services Publication Date/Time: 2/3/2026 2:00 PM Closing Date/Time: 3/2/2026 5:00 PM Contact Person: Denise Deprato, Director of Human Resources Related Documents: Benefit Broker Services

Attachment Preview

Request for Proposal

RFP# - HR2026-01

Project Name: Benefit Broker Services

RFP Issued Date: February 3, 2026

RFP Closed Date: March 2, 2026

RFP No: HR2026-01

Benefit Broker Services

1. Project Overview

The Town of Trophy Club is seeking proposals from qualified and experienced Benefit Broker firms

to provide comprehensive employee benefit consulting and brokerage services for the Town’s

benefits program. The selected proposer will serve as the Town’s independent advisor and broker

of record, assisting with the design, marketing, implementation, administration, and ongoing

evaluation of employee benefit plans. The Town currently provides benefits to approximately 82

benefit-eligible employees and seeks a broker with demonstrated expertise in public-sector

benefits, regulatory compliance, cost containment, and employee communication. The objective

of this procurement is to secure professional services that will help the Town deliver competitive,

compliant, and cost-effective benefit offerings while ensuring high-quality service and support to

both the Town and its employees.

2. About the Town of Trophy Club

The Town of Trophy Club, incorporated in 1985, is located in the heart of the Dallas–Fort Worth

Metroplex and is a vibrant community known for its picturesque landscapes, strong

neighborhoods, and exceptional quality of life. The Town is committed to fostering a strong sense

of community and delivering high-quality municipal services to its residents. Trophy Club offers

a wide range of recreational, educational, and cultural opportunities, supported by well-

maintained parks and recreational facilities, robust public safety services, and a focus on

innovation, sustainability, and inclusivity. As a result, Trophy Club continues to be a premier

destination to live, work, and play in the Lone Star State.

The Town operates with an annual budget of approximately $14.2 million and employs 82 full-

time and 30 part-time employees, in addition to approximately 80 seasonal recreation employees

hired each summer. The Town’s employee benefit program is administered by the Department

of Human Resources, which consists of two staff members. Given the size of the organization

and the limited Human Resources staffing, the Town seeks a highly responsive and experienced

Benefit Broker capable of providing comprehensive support, expert guidance, and proactive

service to ensure effective administration, regulatory compliance, and strategic planning for the

Town’s employee benefit programs.

3. Scope of Service

The Scope of Services includes, but is not limited to, the following:

1. Benefits Strategy and Plan Design

• Assess current benefit offerings and recommend strategies to improve competitiveness,

cost-effectiveness, and employee satisfaction.

RFP HR2026-01

Benefit Broker Services

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RFP No: HR2026-01

Benefit Broker Services

• Provide guidance on plan design options, including medical, dental, vision, life, disability,

retirement, and voluntary benefits.

• Advise on plan changes in response to regulatory requirements, market trends, and Town

budget considerations.

2. Market Analysis and Carrier Negotiation

• Conduct annual market surveys and benchmarking to ensure competitive pricing and

service quality.

• Solicit proposals from insurance carriers and other benefit providers, evaluate options,

and present recommendations to the Town.

• Negotiate rates, plan designs, and service agreements on behalf of the Town.

3. Regulatory Compliance

• Ensure the Town’s benefits program complies with all federal, state, and local laws and

regulations, including but not limited to ERISA, ACA, COBRA, HIPAA, and IRS reporting

requirements.

• Assist with required filings, notices, and reporting obligations to employees and

regulatory agencies.

4. Vendor Management and Administration Support

• Serve as the primary liaison between the Town and benefit providers, resolving issues

and monitoring service quality.

• Provide ongoing administrative support to Town Human Resources staff to facilitate

enrollment, claims resolution, and general benefits administration.

• Assist with renewals, plan audits, and vendor performance evaluations.

5. Employee Communication and Education

• Develop and implement employee communication strategies, including enrollment guides,

presentations, and educational materials.

• Conduct employee benefits meetings, workshops, and one-on-one consultations as

needed.

• Assist with the development and participate in the annual open enrollment and annual

Benefit Fair.

• Provide ongoing support to address employee questions and concerns.

6. Reporting and Analysis

• Provide regular reporting on plan performance, utilization, and costs.

• Recommend strategies for cost containment and program improvement based on data

analysis.

• Assist Human Resources in preparing materials for Town Council presentations and

RFP HR2026-01

Benefit Broker Services

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RFP No: HR2026-01

Benefit Broker Services

budget planning related to employee benefits.

7. Advisory and Strategic Support

• Act as a trusted advisor to Town leadership on all benefits-related matters.

• Provide recommendations for long-term benefits planning, including wellness programs,

voluntary benefits, and emerging trends.

• Support Human Resources in developing policies and procedures related to employee

benefits administration.

The Town expects the selected Broker to provide proactive, responsive, and professional

service, leveraging their expertise to support the small Human Resources team while ensuring a

high-quality employee experience.

4. RFP Schedule

Release of Request for Proposal

Written Questions Due

Response Addendum Released

Proposals Due

Proposal Review

Contract Awarded

Monday, February 3, 2026

Wednesday, February 11, 2026

Monday, February 16, 2026

Monday, March 2, 2026

Friday, March 27, 2026

Friday, April 24, 2026

• Questions regarding form and content of your proposal for this RFP shall be directed to

hr@trophyclub.org no later than Wednesday, February 11, 2026.

• An addendum to this RFP with a written response to questions received by Wednesday,

February 11, 2026, will be posted online at https://www.trophyclub.org/Bids.aspx no later than

Monday, February 16, 2026.

• Proposals shall be submitted via email to hr@trophyclub.org no later than Monday, March 2,

2026.

• The Town of Trophy Club reserves the right to modify the above dates at its sole discretion.

Prospective proposers will be notified of any significant schedule changes by addendum.

RFP HR2026-01

Benefit Broker Services

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RFP No: HR2026-01

Benefit Broker Services

5. Proposal Requirements

• Proposals should be prepared simply and economically, providing straightforward, concise

delineation of the consultant’s capabilities to satisfy the requirements of this RFP. The

emphasis should be on completeness and clarity of content. To expedite proposal evaluations,

it is essential that specifications and instructions contained in the proposal instructions are

followed as outlined.

• Proposals received are public records that will be disclosed upon request. All material

submitted that has not been clearly designated in the proposal itself as proprietary information

becomes the property of the Town. Proposals submitted become the property of the Town

and may be reviewed and evaluated by any person at the discretion of the Town.

• The Town shall not be liable for any pre-contractual expenses incurred by any proposer or by

any selected vendor. Each proposer shall protect, defend, indemnify, and hold harmless the

Town of Trophy Club from any and all liability, claims, or expenses incurred by, or on behalf

of, the person(s) and entities participating in the preparation of its response to this RFP. Pre-

contractual expenses are defined as expenses incurred by proposers and the selected vendors,

if any, in:

• Preparing Proposals and related information in response to this RFP

• Negotiations with the Town on any matter related to this procurement

• Costs associated with interviews, meetings, phone calls, travel or presentations

• All other expenses incurred by a proposer / vendor prior to the date of award

• Proposals must include:

• Information about the Proposer

• The name and address of your agency and the branch office through which you propose to

service this contract. Provide the name, title, address and telephone number of the

contact person from your agency that the Town should contact with questions regarding

your proposal.

• Provide a list of five contracts under which the Proposer has provided similar services

during the past five years. Names, addresses, phone numbers, and emails of firms must

be provided. If a list of similar contracts cannot be furnished, other business references

may be used.

RFP HR2026-01

Benefit Broker Services

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Commodity Codes

• NAICS 531210Offices of Real Estate Agents and Brokers

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