Project Information

Bid Title

Employee Benefits - Ancillary Coverage

Issuing Agency

City of Suffolk

Location

Virginia

Published Date

Apr 29, 2026

Closing Date

May 12, 2026

Government Level

State & Local

Status

Closed

Ref. #

26067-JS

Original Source

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Bid Documents

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Project Description

Bid Number:	26067-JS
Bid Title:	Employee Benefits - Ancillary Coverage
Category:	Purchasing Bid Board Posting
Status:	Open

Description: The purpose and intent of this Request for Proposal (RFP) is to solicit proposals for The City of Suffolk (The City) from licensed qualified sources to establish one or more contracts through competitive negotiation for administration of its Employee Benefits: Ancillary program consisting of a group fully insured voluntary Dental, Vision, Short-Term Disability, Long-Term Disability, Accident, Critical Illness, Hospital Indemnity, and Pet Insurance. Â Publication Date/Time: 4/2/2026 12:00 AM Closing Date/Time: 5/12/2026 3:00 PM Contact Person: Jay Smigielski jsmigielski@suffolkva.us 757-514-7523 Related Documents: RFP 26067 Employee Benefits Ancillary Coverage RFP 26067 Addendum 1 RFP 26067 Addendum 2 RFP 26067 Addendum 3 RFP 26067 Addendum 4 RFP 26067 Addendum 5 RFP 26067 Addendum 6

Attachment Preview

In compliance with this Request for Proposals, and subject to all the conditions thereof, the

undersigned offers, if the offer is accepted within one hundred and eighty (180) calendar days

from the date of the receipt of proposals, to furnish any or all of the items and/or services upon

which prices are quoted, at the price set, to be delivered at the time and place specified herein.

The above signed certifies he has read, understands, and agrees to all terms, conditions, and

requirements of this Request for Proposals, and is the authorized point of contact on behalf of

firm on the previous page.

SOLICITATION DOCUMENTS

Additional Request for Proposal documents is available on the Purchasing website:

http://www.suffolkva.us/bids/ or on the Commonwealth’s bid board (eVA), or at Demandstar.com.

An e-mail request for the complete RFP form may be sent to the Contract Officer listed on the

front page.

Proposals shall be sent to: Purchasing Agent, 442 W. Washington Street, Room 1086,

Suffolk, VA, 23434 prior to the closure date and time shown. Offerors shall provide one (1)

original and five (5) copies and two (2) electronic versions (flashdrive or CD). For confirmation of

receipt of proposal, contact the Contract Officer at jsmigielski@suffolkva.us.

Questions concerning this project must be in writing (email is preferred) and addressed to the

Contract Officer listed on the front page of this solicitation, and, should be received no later than

five (5) business days preceding the date that the proposals are to be received. E-mail is the

preferred method and will get a faster response.

IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN

ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS

SOON AS POSSIBLE.

Jay Smigielski, Purchasing Agent, is the designated authorized spokesperson for the City of

Suffolk with respect to the RFP. All questions and/or comments should be directed to his

attention. The respondents to this RFP shall not contact, either directly or indirectly, any other

employee or agent of the City regarding this RFP. Any such unauthorized contact may disqualify

the offeror from the procurement.

Offerors are to submit Attachments A1, A2, A3, A4, A5, A6, A7, A8, A9, A10, A11, B, C, and D in

Excel format. Attachment E is to be sent in Word format. The Attachments are to be included in

the flashdrive or CD, as part of your proposal.

The Attachments and/or Appendixes A and C1, C2, C3 may be sent to Offeror in Excel upon

request.

RFP 26067-JS

Page 2

RFP 26067-JS

Employee Benefits: Ancillary Coverage

Table of Contents

1.0 PURPOSE............................................................................................................ 4

2.0 BACKGROUND ................................................................................................... 5

3.0 COMPETITION INTENDED ................................................................................. 6

4.0 SCOPE OF SERVICES........................................................................................ 6

5.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS ........................................... 7

6.0 SPECIFIC PROPOSAL REQUIREMENTS ........................................................ 10

7.0 EVALUATION AND AWARD CRITERIA........................................................... 12

8.0 ADDITIONAL INSTRUCTIONS ......................................................................... 12

9.0 CONTRACT TERMS AND CONDITIONS.......................................................... 16

SIGNATURE SHEET ................................................................................................... 25

PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION ........................ 26

EXCEPTIONS TO RFP ................................................................................................ 27

ANTICOLLUSION........................................................................................................ 28

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA ......................... 29

ATTACHMENT A1 to A11 – Pricing Quotation and Information Exhibits

ATTACHMENT B – Dental Provider Utilization Report

ATTACHMENT C – Vision Provider Utilization Report

ATTACHMENT D – Performance Guarantee Exhibit

ATTACHMENT E – Dental and Vision Questionnaire

APPENDIX A – Census Data

APPENDIX B1 to B3 – Dental, Vision, Legal, and Identity Theft Rate Information

APPENDIX C1 to C3 – Dental Claims Experience

APPENDIX D1 to D11 – Plan Summaries

APPENDIX E – Long Term Disability Claims Experience

RFP 26067-JS

Page 3

1.0 PURPOSE

1.1. The purpose and intent of this Request for Proposal (RFP) is to solicit proposals for

The City of Suffolk (“City”) from licensed qualified sources to establish one or more

contracts through competitive negotiation for administration of its Employee Benefits:

Ancillary Coverage program effective January 1, 2027.

As noted herein, The City will accept and consider proposals for the following

voluntary insurance products (all 100% employee paid):

Fully-Insured Dental

Fully-Insured Vision

Short-Term Disability

Long-Term Disability

Accident

Critical Illness

Hospital Indemnity

Legal Plan

Identity Theft

Pet Insurance

Offerors shall choose the pricing exhibit(s) and questionnaire(s) in which they will be

providing a proposal for the City’s considerations. Please outline any additional

savings The City would receive if multiple lines of coverage were selected, and also

provide pricing for all products on both a stand-alone and bundled basis. All pricing

should be net of commissions.

1.2. The City’s Objectives:

1.2.1

1.2.2

1.2.3

1.2.4

1.2.5

To provide employees with a quality, affordable ancillary benefits responsive

to the diverse needs of employees;

To ensure employees and their dependents are provided with the highest

quality of care by providers and superior customer service;

To ensure plans are managed effectively by taking advantage of cost and

utilization management opportunities available in the marketplace while

increasing quality;

To provide employees access to consumer enhancing technology that

assist in education and communication on provider choice, quality,

transparency, personal health care, and cost;

To assist the City in building a community/culture of wellness, accountability

and responsibility.

The City reserves the right to award the contract to one or multiple firms. The initial term

of this agreement shall be for two (2) years effective from the date of the agreement with

coverage to begin on January 1, 2027. The initial term will end on December 31, 2028,

with coverage to end on December 31, 2028. The City reserves the exclusive right to

renew the contract for an additional four (4) successive one year periods contingent upon

rate adjustment and satisfactory performance of contract terms.

RFP 26067-JS

Page 4

2.0 BACKGROUND

2.1. The following is a basic summary of information provided for Offeror reference and

to assist Offerors in assessing the City’s history and requirements.

Employer:

The City of Suffolk (The City)

Address:

442 W. Washington Street, Suffolk, VA 23434

Location of Employees:

Virginia

Number of Employees

Currently Enrolled:

1491 Active Full Time

1162 Dental

1036 Vision

344 Short Term Disability

493 Long Term Disability

614 Accident

522 Employee / 203 Spouse - Critical Illness

403 Hospital Indemnity

427 Legal Plan

224 Identity Theft Plan

Industry:

Municipal, City government

Voluntary Coverages to be Quoted: Dental, Vision, Short Term Disability, Long Term Disability,

Accident, Critical Illness, Hospital Indemnity, Legal Plan,

Identity Theft Plan, Pet Insurance

Current Carrier:

Dental: Delta Dental

Vision: MetLife

Short Term Disability: MetLife

Long Term Disability: The Standard

Accident: MetLife

Critical Illness: MetLife

Hospital Indemnity: MetLife

Legal Plan: Legal Resources

Identity Theft Plan: Legal Resources

Pet Insurance: MetLife

RFP 26067-JS

Page 5

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541612Human Resources Consulting Services

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