Project Information

Bid Title

Brokerage Services for Health Insurance and Benefits

Issuing Agency

City of DeBary

Location

Florida

Published Date

May 24, 2026

Closing Date

Jun 24, 2026

Government Level

State & Local

Status

Closed

Ref. #

12-26

Original Source

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Bid Documents

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Project Description

Bid Number:	12-26
Bid Title:	Brokerage Services for Health Insurance and Benefits
Category:	2026 Bid Postings
Status:	Open

Description: The City of DeBary is requesting Requests for Proposals (RFP) from interested prospective firms to provide comprehensive Brokerage Services for Health Insurance and Employee Benefits. This invitation is extended to all firms and organizations that can provide the requirements specified herein. The requirements presented in this solicitation represent the City’s anticipated needs. Publication Date/Time: 5/24/2026 8:00 AM Closing Date/Time: Open Until Contracted Bid Opening Information: June 24, 2026 Contact Person: Susan Perry, Purchasing Coordinator sperry@debary.org Related Documents: 12-26 - Brokerage Services for Health Insurance and Benefits Exhibit H- RFP 12-26 Excel Price Submission Sheet

Attachment Preview

REQUEST FOR PROPOSAL AND CONTRACTOR ACKNOWLEDGEMENT FORM

REQUEST FOR PROPOSAL AND CONTRACTOR

ACKNOWLEDGEMENT FORM

POSTING DATE: May 24, 2026

PURCHASING CONTACT & EMAIL:

Susan Perry, Purchasing Coordinator

sperry@debary.org

RFP NUMBER AND TITLE:

12-26 - Brokerage Services for Health Insurance and Benefits

RFP DUE DATE & TIME:

June 24, 2026 at 2:00 PM EST

NOTE: RESPONSES RECEIVED AFTER THE DUE DATE AND TIME WILL NOT BE ACCEPTED

QUESTION DEADLINE: June 5, 2026 at 2:00 PM EST

The City will respond to written inquiries emailed to: sperry@debary.org

THE FOLLOWING MUST BE COMPLETED, SIGNED, AND RETURNED AS PART OF YOUR RESPONSE.

YOUR RESPONSE WILL NOT BE ACCEPTED WITHOUT THIS FORM, SIGNED BY AN AUTHORIZED

AGENT OF THE PROVIDER.

COMPANY NAME: __________________________________________________________________________

MAILING ADDRESS: ________________________________________________________________________

CITY, STATE, ZIP: __________________________________________________________________________

FEDERAL EMPLOYERS IDENTIFICATION NUMBER (FEIN): ________________________________________

TELEPHONE NUMBER:___________________________

EMAIL: ______________________________________________________________________________

AUTHORIZED SIGNATURE:

___________________________________________

TITLE: _______________________________

TYPE OR PRINTED NAME:

__________________________________________

DATE: _____________________

NOTICE: Failure to file a protest within the time prescribed in Section 120.57(3) Florida Statutes will constitute

a waiver of proceedings under Chapter 120, Florida Statutes.

12-26 - Brokerage Services for Health Insurance and Benefits

OVERVIEW AND INTENT

1. Overview

The City of DeBary is requesting Requests for Proposals (RFP) from interested prospective firms to

provide comprehensive Brokerage Services for Health Insurance and Employee Benefits. This

invitation is extended to all firms and organizations that can provide the requirements specified

herein. The requirements presented in this solicitation represent the City’s anticipated needs.

2. Background

The City of DeBary is located on the St. Johns River near Lake Monroe in the western region of

Volusia County. With a population of 20,200 residents, DeBary is known for its small town

atmosphere, numerous parks, multi-use trail system, and SunRail station.

The City employs approximately 49 full-time employees, including administrative, professional and

field staff. The City provides medical, dental, vision, life and disability insurance to employees and

subsidizes a portion of the cost. The City also provides Health Savings Accounts and supplemental

policies.

3. RFP Schedule

The following is a tentative schedule for the RFP process and all dates are subject to change.

Solicitation Posting

Pre-Proposal Conference

Request for Information Cut-off

Proposals Due

Proposal Evaluation

Presentations/Interview (if required)

City Council Approval Date

May 24, 2026

N/A

June 5, 2026

June 24, 2026

June 25, 2026

July 1, 2026

August 5, 2026

Page 2 of 30

12-26 - Brokerage Services for Health Insurance and Benefits

SCOPE OF WORK OR SERVICES

General Information

The firm selected will serve as the City’s Broker of Record to consult and negotiate group insurance

benefits including, but not limited to health, dental, vision, life, disability and health savings account

benefits. The selected firm will also provide employee communication services.

At this time, the City offers a split-funded plan with Brown and Brown as its agent/broker of record. The

City’s current providers for all lines of coverage, except supplemental coverage, is Blue Cross/Blue Shield

(Group Health Insurance), Guardian Insurance Company for Dental, Vision, Life and Disability and

Medcom is our COBRA Administrator.

The City reserves the right, at its sole discretion, to select among the respondents of this RFP or through

other bidding procedures, other consulting firms to handle component parts of benefit services if it is

determined to be in the best interest of the City.

Scope of Services

Insurance Brokers will provide services for the City’s group health insurance program that includes

medical, dental, vision, life, disability insurance, employee wellness initiatives, and an online enrollment

platform that can preferably interact with the City’s HRIS, Paychex. The City of DeBary is not requesting

nor authorizing the solicitation of proposals from insurance carriers at this time. The successful respondent

will represent the City and provide services to include, not limited to the following:

Consulting Services

The City is seeking the following services to be provided as part of the resulting agreement:

1. Collaborate with Human Resources to identify the City’s insurance needs and provide unbiased

professional guidance and recommendations for changes where appropriate or dictated by the

changing market conditions or laws.

2. Provide a self-service, Internet-based solution for the transmittal of benefit information to multiple

carriers and administrative access for designated City Human Resource personnel. The City’s current

payroll processor is Paychex.

3. Solicit alternatives and/or negotiate renewal rates, benefits and services with group insurance carriers

to maximize value for the City and make recommendations for new programs and/or changes to

existing programs.

4. Act as a resource to advise the City in the areas of HIPAA, PPACA, FMLA, ADAAA, COBRA, Section

125, EEO laws and any other areas in the insurance field where expertise and guidance may be

requested.

5. Assist in areas of compliance, Summary Plan Descriptions, IRS forms, non-discrimination tests, etc.

6. Provide guidance and assistance with COBRA compliance and administration.

7. Provide ongoing advice and assistance to the City regarding pertinent legislative changes, court

decisions and other works and their impact on group benefits and costs.

8. Prepare marketing and education communications and materials regarding employee group benefits

for employees and their families.

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12-26 - Brokerage Services for Health Insurance and Benefits

9. Provide coverage documents and Open Enrollment support, including but not limited to, development

of timeline, development of open enrollment materials, providing educational workshops and

presenting changes.

10. Assist in the development of wellness initiatives.

11. Attend meetings and/or events concerning the City’s insurance matters, which may include Wellness

& Benefits Fair, City Council meetings, Open Enrollment meetings, etc.

12. Conduct detailed review, analysis and projection sessions with decision makers at key points

throughout the year and, at a minimum, mid-year and pre-renewal.

13. If requested by the City, prepare an analysis and recommendation of alternative funding arrangements.

14. Conduct analysis of insurance programs with other local governments and/or organizations of similar

size to compare best practices.

15. Provide ongoing services and information to the City and employees to insure prompt and efficient

claims processing.

16. Provide personal assistance to employees requiring assistance with claims resolution matters.

17. Assist in the preparation of proposal request packages when appropriate. Analyze all proposals

received and make recommendations of those proposals which best meet the City’s needs. Present

information to City Council, if directed. Assist the City in assuring that selected companies meet all

contractual and legal obligations on an ongoing basis.

18. Provide review/analysis/projections to include:

A. Projected renewal costs

B. Enrollment analysis and comparisons

C. Claims analysis and comparisons

D. High claim summary

E. Network utilization and cost avoidance reports

F. Any additional reports determined to be of benefit to the City of DeBary

19. Conduct analysis of insurance and wellness programs within other organizations and/or local

governments to compare best practices.

20. Qualified firms wishing to respond for this Request for Qualifications must provide all services

described in this document, either directly or through sub-consultants. The City reserves the right to

approve or dis-approve of any sub-consultants.

21. The successful firm will appoint at least one of their employees as the key contact for approval by City

management.

Page 4 of 30

12-26 - Brokerage Services for Health Insurance and Benefits

GENERAL TERMS AND CONDITIONS

1. Definitions

The City of DeBary, Florida may be referred to as “The City of Debary”, or “The City”, herein.

The term “Contractor” shall refer to the company, individual, or organization that responds to this

Request for Proposal (RFP) and/or is awarded.

2. Length of Contract and Renewals: This RFP intends to establish a contract for an initial period of

five (5) years from the date of the award by the City of DeBary with one (1) additional five-year

renewal option at the same terms, conditions, and specifications upon mutual agreement by the City

of DeBary and the Contractor. Renewals must be in writing, with the signature of the Contractor’s

authorized representative and the City of DeBary.

3. Cancellation: The City of DeBary reserves the right to cancel this Invitation to RFP, in whole or in part,

when it is in the City of DeBary’s best interest. Notice of cancellation will be posted on the City's

webpage, VendorLink and DemandStar.

4. RFP Submission: RFP submittals are due at the date and time indicated on the Contractor

Acknowledgement Form or as amended in the form of an addendum issued by the Purchasing

Department.

The City will receive proposals at the following address:

Susan Perry, Purchasing Coordinator

City of DeBary

16 Colomba Rd.

DeBary, Florida 32713

THE CITY MUST RECEIVE ALL PROPOSALS ON or BEFORE JUNE 24, 2026 BY 2:00 PM EST

NOTE: RESPONSES RECEIVED AFTER THE DUE DATE AND TIME WILL NOT BE ACCEPTED

To facilitate processing, please mark the outside of the envelope in the lower left hand corner as follows:

“12-26 - Brokerage Services for Health Insurance and Benefits” An address label has been provided.

The envelope shall also include the Respondent’s return address in the upper left hand corner.

Respondents shall submit THREE (3) copies of the proposal in a sealed, opaque envelope or box.

The respondent may submit the proposals by mail, parcel delivery service, or in person.

Neither the City nor its representatives shall be liable for any expenses incurred in connection with the

preparation of a response to the RFP. Respondents should prepare their submittals simply and

economically, providing a straightforward and concise description of the respondent’s ability to meet

the requirements of the RFP.

Please note that Sections 119.071(1)(b), (c) and 815.045 of the Florida Statutes address in part the

issue of the public nature of sealed bids, qualifications or proposals as well as the confidential nature

of certain trade secrets. The RFP, qualifications or proposal submitted by your company may contain

areas, which are designated "confidential" or "exempt from disclosure." A generic notation that

information is "confidential" shall not suffice. Failure to provide a detailed explanation and justification

including statutory cites and specific reference to your submittal(s) detailing what provisions, if any, you

believe are exempt from disclosure, may result in your submittal(s) being subject to disclosure in

accordance with Chapter 119 of the Florida Statutes. If the respondent believes their information to be

exempt from disclosure, the respondent must supply an additional “redacted” copy of the proposal

response their RFP submittal.

Page 5 of 30

Commodity Codes

• NAICS 524114Direct Health and Medical Insurance Carriers
• NAICS 524210Insurance Agencies and Brokerages

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