Project Information

Bid Title

Broker-Consultant Services for Medical Insurance Administration 2026-2027 - RFQ

Issuing Agency

City of Gladstone

Location

Missouri

Published Date

Dec 2, 2025

Closing Date

Dec 16, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Broker-Consultant Services for Medical Insurance Administration 2026-2027 - RFQ

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REQUEST FOR QUALIFICATIONS

Broker/Consultant Services for Medical Insurance Administration

December 2, 2025

City of Gladstone

7010 N Holmes Street

Gladstone, MO 64118

816.423.4098

HR@gladstone.mo.us

The following table outlines the planned schedule of major activities related to the RFQ

distribution, response submission, evaluation, and selection processes.

The City of Gladstone reserves the right to amend the schedule as necessary.

Broker RFQ posted on website

Broker RFQ due

Broker Interviews

Broker Selection

December 2, 2025

December 16, 2025

December 17 – 18, 2025

December 22, 2025

Other important dates

Decisions made on medical carriers

Insurance Plan Year Start Date

March 1, 2026

July 1, 2026

I. Purpose

The City of Gladstone, Missouri (“City”) is requesting qualifications from experienced

and qualified insurance brokers/consultants (“Broker”) to provide professional services

related to the administration, marketing, analysis, and ongoing management of the

City’s employee medical insurance program.

The City seeks a strategic partner who can provide expert guidance, manage vendor

relationships, assist with benefit plan evaluation, ensure regulatory compliance, and

support the City’s goals of maintaining competitive and cost-effective employee benefits.

II. Background

The City has a total of 169 Full-time employees with 144 currently enrolled in Medical

coverage, 4 Retirees currently enrolled in Medical coverage, and 0 enrolled in COBRA

coverage. Our open enrollment is July 1.

III. Scope of Services

The selected Firm will be expected to perform the following services, including but not

limited to:

A. Medical Insurance Program Administration

 Assist with the annual renewal and negotiation of medical insurance plans.

 Provide benchmarking, cost analysis, and plan design recommendations.

 Prepare annual plan summaries, premium comparisons, and cost projections.

B. Marketing and Vendor Management

 Market the City’s medical insurance program to qualified carriers and present

competitive quotes.

 Evaluate carrier proposals and prepare a comprehensive comparison report.

 Serve as liaison between the City and carriers regarding claims, billing issues,

service concerns, and compliance matters.

C. Employee Support & Communications

 Assist with open enrollment, employee education, and benefit communication

materials.

 Provide guidance and training to HR staff on plan changes, regulations, and best

practices.

D. Compliance & Legislative Guidance

 Ensure the City remains compliant with applicable federal and state regulations

(ACA, COBRA, HIPAA, FMLA, etc.).

 Notify HR of pending legislative or market changes affecting employee benefits.

E. Additional Services

 Provide ongoing consultation and advisory support throughout the year.

 Attend meetings with City management or the City Council when needed.

 Offer recommendations on complementary benefits (EAP, wellness programs,

etc.).

 Use Employee Navigator as enrollment platform.

IV. Minimum Qualifications

Responding Firms must meet the following minimum requirements:

 Licensed to provide insurance brokerage services in the State of Missouri.

 A minimum of five (5) years of experience providing insurance consulting or

brokerage services to public-sector or similarly sized organizations.

 Demonstrated expertise in medical insurance plan design, funding strategies,

and carrier negotiations.

 Ability to assign a dedicated account manager/team with strong public-sector

experience.

 No conflicts of interest with carriers or vendors being evaluated for the City’s

plans.

V. Submittal Requirements

Interested Firms must submit a complete proposal that includes:

Cover Letter – Brief statement of interest and firm overview.

Company Profile – History, ownership, size, structure, and office location(s).

Team Qualifications – Resumes of key personnel assigned to the City.

Experience & References – Description of at least three (3) comparable municipal or

public-sector clients.

Scope of Services Response – Detailed explanation of how the Firm will meet each

element of the Scope of Services.

Fee Structure – All proposed fees, commissions, or compensation models.

Additional Information – Any value-added services or unique capabilities.

VI. Evaluation Criteria

Submissions will be evaluated based on the following:

 Relevant experience and qualifications

 Demonstrated knowledge of public-sector benefit administration

 Ability to provide required services

 Quality of proposed team

 Clarity, completeness, and quality of submission

 Cost and compensation structure

 References and past performance

 The City may conduct interviews with short-listed Firms.

VII. Selection Process

The City of Gladstone reserves the right to:

 Accept or reject any or all submissions

 Waive informalities or irregularities

 Request additional information

 Negotiate the final scope and compensation

 The selected Firm will be recommended to the Gladstone City Council for

approval.

VII. Submission Deadline

All RFQ submissions must be received by: December 16, 2025.

City of Gladstone

Attn: Human Resources Department

7010 N. Holmes Street

Gladstone, MO 64118

Late submissions will not be accepted.

VIII. Questions

Questions or requests for clarification should be directed to:

Amanda Wheeler

Human Resources Administrator

City of Gladstone, Missouri

Email: amandaw@gladstone.mo.us

Commodity Codes

• NAICS 524210Insurance Agencies and Brokerages
• NAICS 524298All Other Insurance Related Activities
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 621111Offices of Physicians (except Mental Health Specialists)

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