Project Information

Bid Title

Insurance Agent of Record

Issuing Agency

City of Veneta

Location

Oregon

Published Date

Jan 26, 2026

Closing Date

Feb 20, 2026

Government Level

State & Local

Status

Closed

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Bid Title:	Insurance Agent of Record
Category:	Insurance Agent of Record
Status:	Open

Description: Request for Proposals Pursuant to City Public Contracting Rule (City Rule) 137-048-0220, City of Veneta (City) is requesting proposals from qualified firms to provide Insurance Agent of Record (AOR) services.  The selected firm will support the risk management program: property, casualty, liability, auto workers’ compensation, and employee benefit insurance programs (medical, dental, vision, life, disability, HSA/FSA administration, and related services). Refer to RFP Documents for additional project submittal requirements at www.venetaoregon.gov/bids The full Request for Proposals may be obtained from, and questions posed to: Jennifer Mirabile HR Coordinator City of Veneta 88184 8th Street PO Box 458 Veneta, OR 97487 (541) 935-2191 For security reasons, you must enable JavaScript to view this E-mail address. Proposals will be received by the City until 4:00 p.m. on February 20, 2026.  Responses received after this time will be rejected as non-responsive.  Proposers shall submit proposals in a sealed opaque envelope, plainly marked “Confidential:  City of Veneta Insurance Agent of Record Proposal” to Jennifer Mirabile, HR Coordinator, at the above address or by email to For security reasons, you must enable JavaScript to view this E-mail address. . Faxed proposals will be rejected as non-responsive. Publication Date/Time: 1/26/2026 8:00 AM Closing Date/Time: 2/20/2026 4:00 PM Contact Person: Jennifer Mirabile, HR Coordinator City of Veneta 88184 8th Street PO Box 458 Veneta, OR 97487 (541) 935-2191 JMirabile@venetaoregon.gov Related Documents: RFP for Insurance Agent of Record

Attachment Preview

City of Veneta, Oregon

Request for Proposals (RFP)

For An Insurance Agent of Record

Date Due: February 20, 2026

Time Due: 4:00 p.m.

Mailing Address:

City of Veneta

P.O. Box 458

Veneta, Oregon 97487

Hand Delivery:

Veneta Administrative Center

88184 8th Street

Veneta, Oregon 97487

Email Delivery:

JMirabile@venetaoregon.gov

City of Veneta

RFP Insurance Agent of Record

TABLE OF CONTENTS

Request

Overview of Veneta

Anticipated Schedule and General Provisions

Submission Requirements

Opening of Proposals

Selection and Evaluation Process

Scope of Services Being Requested

(Exhibit A)

Qualifications Questionnaire

(Exhibit B)

Proposer’s Warranty

(Exhibit C)

Personal Services Agreement Template

(Exhibit D)

Page 3

Page 3

Page 4

Page 6

Page 6

Page 6

Page 9

Page 11

Page 16

Page 17

Page 2 of 22

City of Veneta

RFP Insurance Agent of Record

REQUEST

The City of Veneta is requesting proposals from qualified firms to provide Insurance Agent of

Record (AOR) services. The selected firm will support the risk management program: property,

casualty, liability, auto workers’ compensation, and employee benefit insurance programs

(medical, dental, vision, life, disability, HSA/FSA administration, and related services) as

described at Exhibit A.

Issuing Office

The RFP is issued by the City of Veneta’s Human Resources Department. All questions, request

for clarification, and protests must be directed to:

Jennifer Mirabile, HR Coordinator

Phone: 541-935-2191

Email: jmirabile@venetaoregon.gov

The City’s current Insurance Agent of Record is WHA Insurance (Eugene, Oregon). WHA is

eligible to submit a proposal.

OVERVIEW OF VENETA

The City of Veneta is located 12 miles west of Eugene and 47 miles east of Florence, accessible

via Highway 126 and Territorial Road. Incorporated in 1962, the City provides a full range of

municipal services including water, sewer, parks, seasonal pool operations, planning, streets,

building services, stormwater, animal control, and law enforcement (via contract with Lane

County Sheriff’s Office).

The City owns and maintains several community facilities, including an outdoor sports complex,

community center, and service center for senior and nonprofit programs.

The City employs 17 full-time staff and hires seasonal employees for pool operations. The City

also coordinates several community events each year.

The FY 2025–2026 total budget is $42,110,781. Budget documents and audited financial

statements are available at www.venetaoregon.gov (Condensed Version)

Page 3 of 22

City of Veneta

RFP Insurance Agent of Record

ANTICIPATED SCHEDULE AND GENERAL PROVISIONS

Anticipated RFP Schedule

The following schedule is tentative and may be adjusted at the City’s discretion.

• RFP Issued

• Proposals Due

• Evaluation Period

• Optional Interviews

• Notice of Intent to Award

• Contract Approval

• Contract Start Date

January 26, 2026

February 20, 2026

Week of February 23, 2026

Week of March 2, 2026

March 4, 2026

March 9, 2026

March 16, 2026

Proposed Term of Services

It is anticipated that the City of Veneta, will enter into a five-year (5-year) agreement which may

be extended upon written consent of both parties for an additional two (2) years.

Duration of Proposal

Unless otherwise specified proposals must remain valid for at least 90 days. Proposals must be

signed by an official authorized to bind the proposer.

Public Record

All proposal materials become public records of the City of Veneta upon submission. Materials

marked “Proprietary” will be treated as confidential to the extent permitted under Oregon public

records law; however, the City cannot guarantee confidentiality.

Incurring Costs

The City is not responsible for any costs incurred by proposers in preparing, submitting, or

presenting proposals.

Solicitation Documents and Changes

The RFP and any addenda are available at www.venetaorgon.gov. Proposers are responsible for

monitoring the website for updates. Addenda will also be sent to firms on the Interested Proposer

List. Please call 541-935-2191 to be added to the Interested Proposer’s List.

Modification / Withdrawal

Unless otherwise specified, modification of the proposal will not be permitted; however, a proposer

may withdraw their proposal at any time prior to the submittal deadline. Any request for withdrawal

of a proposal shall be executed and signed by an authorized agent of the proposer. Withdrawal

of proposal shall not disqualify the proposer from submitting another proposal provided it is

received on time.

After the scheduled closing time for the receipt of proposals and before acceptance of a proposal,

no proposer will be permitted to withdraw the proposal unless said acceptance is delayed for a

period exceeding thirty (30) days.

Page 4 of 22

City of Veneta

RFP Insurance Agent of Record

Proposal Deadline

Proposals must be physically received no later than 4:00 p.m. on Friday, February 20, 2026.

Postmarks of February 20, 2026 will not be considered as received.

Submittals

Proposals must be in a sealed envelope marked “Insurance Agent of Record Proposal” and either:

a. mailed to: City of Veneta, ATTN: HR Coordinator, P.O. Box 458, Veneta, OR 97487

or

b. delivered to: City of Veneta, ATTN: HR Coordinator, 88184 8th Street, Veneta, Oregon

or

c. emailed to: JMirabile@venetaoregon.gov

Proposers are solely responsible for the means and manner of delivery when submitting proposals

and are encouraged to confirm delivery prior to the deadline. Telephone or facsimile transmitted

proposals will not be accepted. Proposals received after the specified date and time will not be

given further consideration.

Any exceptions to the specifications of this RFP must be clearly identified in writing in the proposal,

and referenced in the cover sheet.

Clarifications/Addendums

If any person contemplating submitting a proposal for the contract has a question concerning any

provision of the proposal documents, the question should be submitted to the City’s HR

Coordinator. The person submitting the request will be responsible for its prompt delivery. Oral

interpretations or statements cannot modify the provisions of the proposal documents. Any

interpretation of the proposal documents will be made only by a written addendum, duly issued

and a copy of the addendum will be mailed or delivered to each person receiving a set of proposal

documents from the City. Receipt of an addendum must be acknowledged by signing and

returning a copy of the addendum with the proposal.

Protests

Any proposer who believes any of the proposed specifications may limit competition among

potential proposers must submit written comments or objections on the proposed specifications

via email to: JMirabile@venetaoregon.gov. The comments must specify why the proposed

specification limits competition, and must be received no later than five (5) calendar days before

the date when the proposals will be publicly opened.

Final Form of Contract

The City anticipates entering into a personal services agreement with the selected agency based

on the template attached at Exhibit D.

Page 5 of 22

Commodity Codes

• NAICS 524210Insurance Agencies and Brokerages
• NAICS 524298All Other Insurance Related Activities

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.